Understanding which users receive notifications upon application submission depends on their assigned user role and the specific settings within Civic Review. This guide breaks down user abilities and the rules governing application notifications. Here's an overview of standard user roles:
Who gets notified when an application is submitted?
Staff notifications are determined by settings configured at both the organization and individual permit-type levels. The permit level settings overrides the organization settings.
Admin notifications about new applications, messages, or final reviews can be adjusted in two locations:
Configuration Settings: A user is designated in the Configuration Settings under the "Permit Notification Recipients" field. This is typically the 'power user' and , if not overriden by permit type settings, this individual will be notified anytime Admin level action is required.
The Permit-Specific Settings: Admin users can be designated within the Permit Type Settings (Form Settings) for a specific permit type. This group of users are notified about any admin level action needed within that specific application. These users are typically responsible for the pre-review and final review of that specific application type. If there are users entered in this setting area it will override those set up in Configuration Settings.
Reviewer Notifications
Reviewers are not notified immediately when an application is submitted. A Reviewer is notified only after the Gatekeeper's pre-review has been approved. This notification will only occur if their specific department is listed as a required reviewer for that permit type.
Administrator Notifications (Online Payment)
If the appropriate checkbox is enabled in the permit type settings, an Administrator will receive an email notification every time an online payment related to that permit has been successfully made.
Applicant Notifications
Applicants are notified at key points in the approval process: when their fees are due and payment is required, and after the final approval has been completed. They will also be notified via email if a message is sent to them directly through Civic Review, or regarding automated reminders such as renewals and late fees.