Setup Subcontractor Access to Assigned Permits

Contractors applying for permits can provide access, via OneGov, to subcontractors whom they are working with on specified permits.

Overview:

1. Subcontractors should have a valid OneGov or ConneX account

2. Set up Subcontractor Role

3. Assign Subcontractors to Companies

4. Set up Company Select Data Type

5. Modify Access Rights to App Types, Sections, and Fields that Subcontractors Need Read/Write Access to

6. Add a Multi-Select Field to the Permit Application for Subcontractor Company Selection

7. Optionally add Contact Information Blocks/Fields to Track Subcontractor Contact Information on the Application

8. Optionally Add App Status Notifications to send to Subcontractors to notify them they have been given Read/View access rights of Approved/Issued Permits

Instructions

Set up Subcontractor Role:

1. In Administration, under Accounts, click Access Control Lists

   Open

   

2. Click Data Type Roles

   Open

   

3. Click Add Data Type Role

4. Name the role Subcontractor

5. Click Save

Assign Subcontractors to Companies:

1. In Administration, under Accounts, click Public Users

2. Click Companies

3. Click Add to add new companies and select individuals who work for the Subcontracting company

4. OR - Click Modify to add individuals who work for the Subcontracting company if the company is already in the list

5. Click Save & Exit

Set up Company Select Data Type:

1. In Administration, under General, click Data Types

2. Click Add

3. Name the data type to your preference; recommended name is Subcontractor Company Selection

4. In the Base Type drop down, click Company Selection

5. Click Next until you’re on the Configuration tab

6. Select Subcontractor for the Roles granted per application

7. Select Companies that fall under the Subcontractor role

8. Click Save & Exit

Modify Access Rights to App Types, Sections, and Fields, and App Statuses that Subcontractors Need Read/View Access to:

1. In Administration, under General, click on App Groups (some may just be called Groups)

2. Click Modify next to the App Group you want to assign access for Subcontractors

3. Select Subcontractor

4. Click Save & Exit

5. Click Manage next to the App Group - this will bring you to a list of App Types that fall under that Group

6. Click Modify next to the App Type that you want to assign access for Subcontractors

7. Select View, List Applications

   1. optionally select Add Applications, but this is not needed for this particular role

8. Click Save & Exit

9. Click Manage next to the App Type that you want to assign access for Subcontractors

   1. You will be brought to the Sections tab.

      1. Click Modify to allow access to certain Sections

      2. Click Fields, then modify, to allow access to certain Fields

      3. **IT IS NOT RECOMMENDED TO GIVE MODIFY ACCESS CONTROLS IN THESE AREAS. THE PURPOSE IS TO GIVE READ ONLY/VIEW ACCESS RIGHTS, UNLESS YOU SPECIFICALLY WANT SUBCONTRACTORS TO BE ABLE TO MODIFY PERMITS INFORMATION.

10. Navigate back to Administration, under General, and click on App Status Setup

     

11. Next to the App Status Setup Name that is used for the Groups you are assigning Subcontract access to, click on App Statuses

    a. If you do not know which App Status Setup is used for your App Group, you can navigate back to the App Groups tab, and in the table, there is a column for App Status Setup.

12. Click Modify next to each status and assign View rights to the Subcontractor role

    a. It is recommended that you ONLY allow Subcontractors to View Approved/Issued applications, or statuses thereafter.

Add a Multi-Select Field to the Permit Application for Subcontractor Company Selection:

1. Navigate to the App Type and Section where you would like to show a list of Subcontractors for the applicant to select; you should be on a page where you see a list of fields, click Add

2. Give your field a Unique Name - if you need an example, look at the other fields and copy that naming convention

3. For the Label, here is an example:

   1. Subcontractors who will have Read Only Access to this Application once Approved

4. Data Type - Navigate to Company Select and select your Subcontractor data type you created

   1. example:

5. Required/Optional/Hidden - Recommended to use Optional

6. Recommended Access Controls

    

7. Click Next

8. Under Description & Documentation, you may optionally add an Extended Description which is text that shows below the field in the application, or a Hover Description/Tool tip that shows as a blue question mark next to the field, where if you hover your mouse over the question mark you see the hover description text.

9. Click Next

10. Optionally allow Copy on Copy or Audit on Sign

11. Click Next to view a Preview, or click Save & Exit if you are finished

Optionally add Contact Information Blocks/Fields to Track Subcontractor Contact Information on the Application:

Add App Status Notifications to send to Subcontractors to notify them they have been given Read/View access rights of Approved/Issued Permits: