Stay Connected: Communicating in Civic Review
Have you ever been in the middle of a review and realized you need something from the applicant, like a clearer photo or a missing document? Don't worry, Civic Review makes it super easy to communicate with applicants and your team. Let's explore the different ways you can stay in touch!
Tool #1: The Messages Section (For Direct Applicant Communication)
This is your go-to tool for real-time communication with the applicant. You'll find it within the submitted application.
How it Works: Just type your message and send it. The applicant will immediately get an email notification letting them know you've sent a message. They can then log into their portal to read it, reply, and even attach documents or images for you! You can also attach files for them to see.
Editing Messages: Sent a typo? No problem! Just click the small pencil icon next to the message to make a quick edit.
The Checkmark: Click the little checkmark to let the applicant know you've read or acknowledged their message. It's a great way to keep communication clear and simple.
Tool #2: Notes for the Applicant (For Final Instructions)
This is a great place to leave helpful instructions or final details for the applicant.
Important: Messages in this section are only visible to the applicant AFTER the final approval is given. This means it's not the right place for time-sensitive requests that need a reply. Use the Messages section for those instead!
Tool #3: Internal Comments (For Your Team)
The Internal Comments section is a super handy way for staff members to communicate with each other and keep a record of the conversation.
Team Communication: You can leave notes for yourself or others, like "Waiting for a new document from the applicant."
Tagging Users: You can even tag other users in the comments, which sends them an email notification to make sure they see your message. Just use the "@" symbol followed by their name.
Editing: Keep in mind that you can only edit an internal comment for 10 minutes after you send it.
Pro Tips & Tricks!
Printing Conversations: Need a physical record? When you print the application data (using the button in the top righthand corner), all your messages and internal comments will be included on the pages.
Email Log: You can track every email sent to the applicant (including message notifications!) in the Email Log section. It's a great way to verify that a notification was sent.
Now you're an expert communicator in Civic Review! You have all the tools you need to connect with applicants and your team to keep the approval process moving smoothly. Happy communicating!