Adding and Managing Events

Each module has unique but similar ADMIN codes.  You can see all of the events that have already been created or add a new event of your own by going to the  Events (Base List) table.

Components of an event (e.g., what other event they follow, whether there are reviews associated, etc.,) can be configured either in the  Base List or in Associations. Components configured in the Base List will affect all case types that share that event. For instance, if you added a new checklist item to "Application Submitted" in Permits, then every permit type with an Application Submitted event will include that checklist item. If you only want the checklist item to appear on a specific permit type, you can set that in the Associations table.

It's generally best to set event components in Associations, rather than Base List.

Check the Base List table to see whether an event that meets your needs already exists. If you need to create a new event, make sure to give it a unique name. You can skip all of the other columns unless you're certain you want checklist items, reviews, etc., to be the same in all case types.

Frequently Used Settings in the "Events (Associations)" Table

  • Case/Permit/Violation/etc., Type: Select the case type you want to add the event to from the drop-down list in this column (e.g., "Building Permit," "Minimum Property Maintenance," "Minor Subdivision," etc.).
  • Event: Select the event you want to add to that case from the drop-down list.
  • Target Date: Open the Target Gate Properties form by clicking in the cell.
    • Target Date Type:  Dates can be set by the number of regular days, business days, or by upcoming calendar events (e.g., commission meetings, hearings, etc.).
    • Associated Calendar Event: Select the calendar event here if you chose "Next Calendar Meeting" in the previous step. Otherwise, leave it as "None."
    • From Previous Event: If this is the first event on your case type, leave it as "None" (you won't have any other choices).  As you add more rows in Associations, this drop-down list will populate with the other events associated with the same case type.
      This is an important step - it is what links events to each other in the correct order, and prevents users from completing events out of sequence.
    • Number Of Days and Minimum Days: If timing is crucial in your case (e.g., you must wait 30 days before the next step), you can set that here. Otherwise you can leave it as is.
    • Deadline Event Information: These fields can be set in basically the same way as the Previous Event Information, or you can leave them as is.
  • Sequence: You can set the numeric sequence of the events here. This is helpful if you have events that aren't dependent on previous events.
  • Deadline Date: This will automatically be populated if you set a deadline in the Target Date column. You can't edit this cell, but you can change it by going back to Target Date.
  • Checklist: See the Checklists article.
  • Trigger Review: Click in this cell to open a list of Review Divisions to select from. Check whichever division(s) you need, and make sure you check "Triggers a New Review." The default Review Due Date Type, "Before This Event" will prevent users from marking the event complete until all the associated reviews are complete. Events that already have reviews associated will have a green checkmark in this column.
  • Auto-Issue: Check this box on whatever event actually issues the permit or license (if you are configuring a permit or license type - otherwise ignore).
  • Auto-Generate Form: In most modules, you can select a form from the existing list in LAMA to generate whenever the event is completed, e.g., "Building Permit" on the "Permit Issued" event. (In Code Enforcement Codes you can set forms to automatically generate using Actions).
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