Duration by Season Use Case/Example
Annual Registrations for Utility Companies or Moving Companies
This is a fairly common practice amongst RTVision Customers to have an Annual Registration for Utility/Moving Companies to Register for the year and provide a Certificate of Insurance to become ‘Active’. Then, the Utility Permit applications or Moving Permit applications themselves are dependent upon the Registrations being in an ‘Active’ status. There are typically two ways a Registration becomes ‘Inactive’ or ‘Expires’ and that is by 1) The calendar year ends (12/31/[year]) or 2) the COI Expires (ex. 10/05/[year])
To set up an automated process for the above example, we will need to setup a Duration by Season, Season data type (optional but highly recommended), App Status Setup Rules, App Status Notifications and Triggered Notifications. This process has been implemented at multiple MN Counties for their use. The below process and setup steps are an example from Scott County, MN.
In the App Type for the Annual Registration, you MUST have a SECTION FIELD that uses a DATE Data Type (not an event data type) where the applicant enters their COI Expiration Date. (highlighted in yellow)
In the App Type for the Annual Registration, it is recommended to add a SECTION FIELD that uses a SEASON data type where the applicant selects the season they are applying for. (highlighted in green)
THE REASON THIS IS HELPFUL/NECESSARY - you may have overlapping application dates from one season to the next
example: applicants can start to apply (or renew!!!) for the 2026 season starting on 12/01/2025.
However, your 2025 Season is open until 12/31/2025. So, for a month, you would have overlapping dates. The software will not know which season to apply, so it picks the first one (2025) by default. We will come back to this idea when talking about setting up seasons.
Setup a Duration by Season (Recommended to add 3-5 years/seasons at a time)
Season name and application start and end dates is what shows in the field selection options under the SEASON data type (green highlight in screenshot under #2)
NOTE ---- IF you want notifications for renewals and expirations to be sent out, set a Renewal Notice Date and an Expiration Notice Date.
Apply the Duration to the App Type
Click ‘Modify’ for the Annual Registration app type and select step 10 (it may be Step 9 for you) Activation/Expiration
The “Start Date Field” can be left BLANK if you want the start date to be the start date of the season, example 1/1/[year]. In this case, they want the start date to be the date the registration is approved.
The “End Date Field” can be left BLANK if you want the end date to be the end date of the season, example 12/31/[year]. In this case, they are using that process.
Select the SEASON field you set up in the application so that the software knows to apply the season dates based on what they select on the application.
App. Status Setup
In Administration, navigate to “App Status Setup” and select ‘App. Statuses’ for the status setup you are using for your annual registration.
In this example, Scott County wanted different statuses for if the permit is expiring based on the calendar year or if the registration is expiring due to the COI date.
Click on “Rules”
Be sure to have two separate Rules (yellow highlight below)
Approved → Expired with the Trigger Event being Date/End (Expiration)
Approved → Expired with the Trigger Event being Date from App Type Fields (use the date field for the COI expiration date)
**** Scott County’s custom setup for different statuses also allows for a separate workflow if the registration expires due to the COI Expiration Date to route for re-approval and ultimately ending back up in the Approved status to become “Active” again.
App. Status Notifications
These would be used to notify the applicant and/or employees that a registration has expired based on the status change
Triggered Notifications
these would be used to notify the applicant and/or employees that a registration has expired based on the dates/events
IF - your Utility/Moving application is dependent upon the user having an ‘Active Registration’, follow these steps:
In Administration, select ‘App Groups’
Click ‘Manage’ for the group the application is under
Click ‘Modify’ for the application
Under Step 4 Configuration, select the Warn/Prevent option for the Registration
In the above screenshot, the Annual Registration for Utility, Right-of-Way and Access Registration needs to be ‘Active’ (approved status) or the software will WARN the applicant that their registration is not active when they are applying for a Utility Permit. Alternatively choose PREVENT to not allow Utility Permit applications to be completed without an Active Registration.
Related Articles: