Understanding Special Conditions: Types, Hierarchy, and Application

1. 5.4 Addressing Special Conditions • After this class, you will be able to: • Understand what a condition is and how they are utilized in the system • Know the types of objects that conditions can be applied • Understand the three-tiered hierarchy of conditions • Set up and apply a condition to a record or other applicable objects • Know the different severity levels associated with conditions and what they allow or limit • Identify the specific settings that are important to check or set when adding a condition • Able to use both reference and “on-the-fly” or custom conditions

2. 5.4 Addressing Special Conditions • What is a condition? • A condition is a requirement applied to a record or reference data, that must be fulfilled in order to qualify for approval. Conditions have different severity levels that cause different restrictions. • Examples: • A lock condition is added to a record due to non-compliance at the job site. • A notice condition is added to a reference parcel because it is located in a historical district.

3. 5.4 Addressing Special Conditions • What objects can have applied conditions? • Conditions can be applied to the following: • A record • Reference data • Addresses • Parcels • Owners • Contacts • Licensed Professionals • ** When a condition is applied to reference data, all existing and new records with association to • that reference data, will also receive the condition.

4. 5.4 Addressing Special Conditions Condition severity Conditions have severity levels assigned. The severity determines what restrictions are applied when a condition with a certain severity level is in place.

5. 5.4 Addressing Special Conditions Condition banners Conditions display a colored banner on the record, based on the severity. Lock Hold Notice Required

6. 5.4 Addressing Special Conditions • Standard Conditions vs. “on the fly” or custom conditions • There are two different types of conditions. One type is standard and the other is custom. Each behave the same way but are just added in a different manner. • Standard Conditions • Pre-defined conditions that are configured by a system administrator • Always available for use on a record or reference data in the system • Should be used most often for consistency • Can be adjusted as needed before submission • “On the Fly” or Custom Conditions • Should be used when standard conditions aren’t suitable • Must use the existing condition groups and types that are pre-defined in the system

7. 5.4 Addressing Special Conditions Conditions visibility Conditions can be set to display in ACA or V360. The condition name and short comments can be set to display in the condition banner.

8. 5.4 Addressing Special Conditions • Conditions hierarchy • Conditions have a hierarchy that includes: • Group • Type • Condition description

9. 5.4 Addressing Special Conditions • Managing conditions • Conditions on a record • Step 1: • Determine if the condition comes from a reference object (parcel, address, etc.) • If Yes, should the condition be removed from the reference object and all other records? • If Yes, go to Conditions on a reference object… • If No, perform the following… • Locks & Holds • Use the Unlock or Override buttons • Notices • Change the condition status = Not Applied (Not Applied) • Conditions on a reference object • Locks, Holds, & Notices • Change the condition status = Not Applied (Not Applied)

10. 5.4 Addressing Special Conditions • Warnings and things to be aware of… • Severity setting • Changing the status of conditions on a record that are also on a reference object • Using Unlock / Override from the SPEAR form