SS> Web Application Setup> Contact Management

Online Contact Management Setup

 

Summary

 

The Contact Management Setup window is used to configure the Online Code and Contact Management application. The Online Code and Contact Management application is a web-based code enforcement portal that allows citizens submit, track and resolve code infractions online.

 

Related Links

 

Click here for information on Issue Maintenance.

Click here for information on Issue Type Maintenance.

Click here for information on Issue Status Maintenance.

 

Step by Step

 

1     Open the Contact Management Setup window.  

 

  • The Contact Management Setup window (SS> Web Application Setup> Contact Management) includes the General, Issue Type and Page Explanation tabs.
  • The General tab is used to set up how the issue location map will be displayed when a user opens the application.
  • The Initial Map Latitude and Longitude fields are used to specify where the location map is initially centered.
    • These fields use the Decimal Degree format for latitude and longitude positioning. If you do not know the Decimal Degree values for the desired map location, you can convert the commonly used Degrees Minutes Seconds coordinate values using the FCC's free converter at http://www.fcc.gov/mb/audio/bickel/DDDMMSS-decimal.html
      • For example, the standard coordinates for Portland, OR are:

       

      45°31'12"N by 122°40'55"W

       

      • When converted to Decimal Degree format, they are:

       

      Latitude: 45.52  Longitude: -122.681944

       

  • The Initial Map Zoom field is used to set the initial zoom level for the issue location map.
    • This value must be between 1 (minimum zoom) and 21 (maximum zoom). A value of 10-12 will usually provide enough detail for users to easily center the map on the desired area before zooming in to mark a specific location.

 

2     Complete the Issue Type tab.  

 

  • The Issue Type tab is used to specify which issue types will be available for online submission.
  • Click the Create icon to add an issue type to the data grid below. This will open the Issue Type Selection window.
    • Highlight the desired issue type and click the Confirm icon to return to the Contact Management Setup window.
    • Issue types are created and maintained on the Issue Type Maintenance window (CM> Maintenance> Issue Type). Click here for information on Issue Type Maintenance.
  • Once an issue type is selected, you can specify the issue submission details in the Maintenance section to the right.
  • The Explanation field is used to attach a default web explanation to the issue type. This will launch the Web Explanation window.
    • Please refer to Step 3 for more information on setting up web explanations.
    • Once an explanation has been specified, you can use the Clear icon to remove it from the issue type.
  • The Notification Recipient drop-down menu is used to specify who will receive a notification when the issue type is submitted through the online application.
    • The selection in this field will determine which of the Queue, Role and User fields below are used to determine the employee that will receive the notification. Only the field selected in the Notification Recipient field will be notified. The other fields can be completed, but those entities will not be notified.
      • Click the Queue, Role or User field label to select the notification recipient from a list.
    • Queues are created and maintained on the Queue Maintenance window (CM> Maintenance> Queue). Click here for information on Queue Maintenance.
    • Roles are created and maintained on the Role Maintenance window (SS> Security> Role). Click here for information on Role Maintenance.
    • Users are created and maintained on the User Maintenance window (SS> Security> User). Click here for information on User Maintenance.
  • The Status on New Issue field is used to specify the status of any new issue with this issue type selected when it is submitted through the online application.
  • Check the Hidden after submission toggle to prevent submitted issues based on this issue type from displaying when a citizen uses the Online Code and Contact Management application to search for existing issues.
  • Check the Require approval toggle to require that all issues submitted through the online application be processed through a Web Approvals batch.
    • When this toggle is checked, only those submitted issues that are approved will be converted to CM module issues.
  • Check the Display resolution notes toggle to display the resolutions notes attached to the issue when a citizen views the issue through the online application.
  • Check the Require Location toggle to require users to specify a location when submitting issues through the online application.

 

3     Complete the Page Explanations tab.  

 

  • The Page Explanations tab is used to set up the explanations that will populate the User Help section on the right side of many of the Online Contact Management pages. You can use these explanations to provide additional instructions, web site links and downloadable files for your users.
  • Highlight an explanation and click the Modify icon to edit the selected explanation. This will open the Web Explanation window.
    • The Page Name and Data Description fields cannot be edited.
    • The Explanation Title field is used to enter the title of the explanation. This will display above the main explanation text in a larger font size.
      • Due to size restrictions, this field is limited to 32 characters.
    • The Explanation Text field is used to enter the primary explanation text that will display on the right side of the page.
      • This field is formatted using HTML (Hyper Text Markup Language) tags. While this field can accommodate up to 1024 characters, this includes the HTML tags themselves.
      • HTML tags are most often used in pairs. Only the words, phrases or paragraphs that fall between the opening tag and the closing tag will be affected. For example, in the following sentence, the words "username" and "password" would appear in bold text on the web page.

       

        To complete the registration process, please access the Employee Self Service portal using your <b>username</b> and <b>password</b>.

       

      • Here are a few of the most commonly used HTML tags:

        •  

      HTML TagEffect
      <b> </b>This is the Bold markup tag. Any words or phrases between these tags will be displayed in bold text.
      <i> </i>This is the Italic markup tag. Any words or phrases between these tags will be displayed in italicized text.
      <br />

      This is the Line Break markup tag. Place this tag at the end of a line if you wish to return to the beginning of the next line. You can also use this tag between lines to increase the space between one line and the next.

      This is a self-contained, single tag that does not require an opening tag and a closing tag like the other tags described here.

         

      • For a more comprehensive list of HTML tags, please refer to one of the many free, online HTML tutorials such as W3Schools.com. Here you can learn how to insert tags used to change font styles, create web site links and insert pictures.
    • The Link Text field is used to enter the text that will display on the optional link below the explanation text.
      • This field is limited to 128 characters.
    • The Link URL field is used to enter the web site address for the optional link below the explanation text. This URL must include the "http://" or "https://" address element.
      • The contents of the Link Text field will not be displayed if a Link URL is not specified.
    • The File field is used to attach a downloadable file to the page. Users will be able to download this file by clicking the "Download" link that appears below the web explanation and link text.
      • Click the Clear File Attachment icon to remove a previously attached file from the web explanation.
      • Click the Download File Attachment icon to download a previously attached file. You will be prompted to select a save location for the file.
    • Click the Save icon to save the Web Explanation and return to the Contact Management Setup window.
  • You must click the Save icon on the main Contact Management Setup window in order to save any changes.