Configure Special Event Permitting and Operations

The ArcGIS Solutions app can be used to deploy the Special Event Permitting and Operations solution in your ArcGIS organization. After deploying the solution, configure it to meet specific needs in your organization, and load your data if needed.

Extend an event permit survey

Note:

This workflow is optional and doesn't need to be completed in order to work with the solution.

The Special Event Permitting and Operations solution includes a survey that can be used by event organizers to apply for a special event permit. Review the preconfigured questions and adjust as necessary to remain in compliance with your organizational policies. In addition, ensure that you secure the survey and underlying layers and only share the content with appropriate members of your organization.

Update feature layer views

The Special Event Permitting and Operations solution includes a series of views created from feature layers provided with the solution. You can modify the Special Event Permit survey by first adding new fields to the feature layers and then configuring the surveys to use the newly created fields. The new fields must be exposed in the appropriate views. Additionally, some views are created by joining two sources together, and these views must be re-created with the same name and URL address after a new field is added.

Note:

Complete the workflow below to add new questions to the survey by adding new fields. Refer to the Modify event permit survey section to learn how to remove questions or format a new survey.

To add one or more fields to a layer and re-create the views, complete the following steps:

1. Sign in to your ArcGIS organization and search for the SpecialEvents hosted feature layer.
2. Add a new field to a layer in the SpecialEvents hosted feature layer.
3. Go to the SpecialEvents_approved view in your contents.
4. Click the Open in Map View drop-down arrow and click Add to new map.
5. Click the more options button on the appropriate layer or table and click Set View Definition. Click Define Fields.
6. Scroll to the newly created field and check the box. Click Apply. The new field is added to the view’s definition.

To update a join view, complete the following steps:

1. Go to the join view in your contents (for example, SpecialEventAreas_approved).
2. On the item details page, scroll to the URL section. Click the Copy button.
3. Paste the copied URL into Microsoft Notepad or another text editor for reference.

   Note:

   The feature layer name is used below when re-creating the join. The name can be found after services in the URL structure and may also contain a unique GUID, for example, SpecialEventAreas_approved_a45f71a48587425c9b90ee5527cd26d1.

4. Delete the existing join view (for example, SpecialEventAreas_approved).
5. Add the SpecialEvents hosted feature layer to a new web map.
6. Click Analysis > Summarize Data > Join Features.
7. Configure the join using the information in the following table:

   Name of join	Target layer	Layer to join to the target layer	Fields to match	Join operation	Define which record is kept
   SpecialEventAssets_approved	SpecialEventAssets	SpecialEvents	eventidentifier = eventid	Join one to one	Order by Date Reported/Newest
   SpecialEventRoutes_approved	SpecialEventRoutes	SpecialEvents	eventidentifier = eventid	Join one to one	Order by Date Reported/Newest
   SpecialEventAreas_approved	SpecialEventAreas	SpecialEvents	eventidentifier = eventid	Join one to one	Order by Date Reported/Newest

   Note:

   Ensure that each new join view uses the names defined in this table. If you use the same names, the layers in the map and the existing dashboard widgets do not have to be reconfigured. If your join view contained a unique GUID, the new join view must be named with the unique GUID.

8. If necessary, uncheck Use current map extent. Check Create results as hosted feature layer view.
9. Update the Special Event Site Map Viewer and other special event maps and apps to account for the new fields you added to the layers.

Modify event permit survey

To modify the Special Event Permit survey, complete the following steps:

1. Install ArcGIS Survey123 Connect.
2. Start ArcGIS Survey123 Connect and sign in to your ArcGIS organization.
3. Click Special Event Permit to download the survey.
4. Click Special Event Permit again to open the survey.
5. In the left pane, click Open XLSForm Spreadsheet.
6. In the Microsoft Excel spreadsheet, click the choices tab. This tab comprises all the selectable options for survey questions.
7. Revise the survey to reflect your special event permit needs.
8. Save the Microsoft Excel spreadsheet and preview your changes in ArcGIS Survey123 Connect.
9. In ArcGIS Survey123 Connect, click Publish in the left pane to publish your changes.

Note:

On the Download Surveys page, click Download to view your changes in ArcGIS Survey123 Connect.

Notify reviewers

The Special Event Permit Review app allows departmental reviewers to provide input on each event. The Special Event Permit Manager has a button that opens an email to send to these reviewers. Often these reviewers are the same for every event, so rather than typing the same emails for each departmental reviewer every time an event is ready for review, you can populate the email so it always includes their email addresses.

1. Sign in to your ArcGIS organization.
2. Click Content and browse to the folder where you deployed the Special Event Permitting and Operations solution.
3. Search for the Special Event Permit Manager web map and open it.
4. In the layer list, highlight Special Event Permits, click the more options button, and click Configure Pop-up.
5. Under Attribute Expressions, scroll down to Notify Reviewers Email Link.
6. Find the following line of code: var emailRecipient = ""
7. Enter the email addresses of the reviewers separated by semicolons between the empty quotation marks.
8. Click OK to close the Arcade window.
9. Click OK to close the Configure Pop-up window.
10. Click Save to save the Special Event Permit Manager.
11. Click Content and browse to the folder where you deployed the Special Event Permitting and Operations solution.
12. Search for the Special Event Permit Manager app and open it.
13. Find an event that has the Status parameter set to Approved and Site Map Complete set to Yes.
14. Click the Notify Reviewers button. Verify that the emails are now populated as part of the email.

Add event assets

Note:

This workflow is optional and doesn't need to be completed in order to work with the solution.

The Special Event Permitting and Operations solution includes several layers that can be used to locate event assets and develop health and public safety plans. These layers include several domains to help you get started with the event permitting and planning process. Each of these domains can be configured to include any additional features you want to capture.

To add a new event asset and update the symbology, complete the following steps:

1. Sign in to your ArcGIS organization.
2. Click Content and browse to the folder where you deployed the Special Event Permitting and Operations solution.
3. Search for SpecialEventAssets and open the item details page.
4. Click Fields and click Event Asset Type.
5. Next to List of Values, click Edit.
6. Add your additional asset types and click Save.
7. Click the Visualization tab.
8. Click Change Style and update the style for each new asset you added to the list.
9. Repeat steps 7 and 8 and update the style for SpecialEventAssets_approved and SpecialEventAssets_operations.

Tip:

You can use the same steps to modify the SafetyPlanning and HealthSafetyPlanning layers and associated views.

Configure the Promoting Special Events site

The Special Event Permitting and Operations solution includes the Promoting Special Events ArcGIS Hub site. This site can be configured with your organization's branding and used to share event information with the public.

Update with organizational information

After deploying the Special Event Permitting and Operations solution, the Promoting Special Events Hub site layout requires a few updates to fit your local context.

To update the site with your organizational information, complete the following steps:

1. Verify that you are signed in to your ArcGIS organization and browse to the Promoting Special Events site.
2. From the item page, click Configure.
3. Scroll to any sections that you want to update, hover over the card, and click the edit pencil that appears in the horizontal toolbar, and then edit the content with information specific to your organization.
4. In the side panel, click Footer.

   A custom footer is provided. In most cases, you will need to update it with your organization's branding, contact information, and social media references.

5. Click the HTML box.

   The HTML window appears.

6. Make the necessary changes and click Apply.
7. Click Save.
8. Click the Save drop-down arrow and click Publish Draft.

Share items with the public

Several layer views, maps, and apps included in the Special Event Permitting and Operations solution must be shared with everyone so they can be accessed by the public on the Promoting Special Events site.

To share items with the public, complete the following steps:

1. Verify that you are signed in to your ArcGIS organization and browse to the Special Event Permitting and Operations folder.
2. Next to each of the following items, check the check box:

   Name	Item type
   Special Event Site Map Viewer	Web mapping app
   Special Event Calendar	Dashboard
   Special Event Permit	Form
   Special Event Site Map Viewer	Web map
   Special Event Calendar	Web map
   SpecialEvents	Feature layer (hosted)
   SpecialEvents_approved	Feature layer (hosted, view)
   SpecialEventsAssets_approved	Feature layer (hosted, view)
   SpecialEventsRoutes_approved	Feature layer (hosted, view)
   SpecialEventsAreas_approved	Feature layer (hosted, view)
   RoadClosures_public	Feature layer (hosted, view)
   Promoting Special Events	Hub Site Application
   Promoting Special Events	Hub Initiative

3. Click Share.
4. In the Share window, click Everyone (public) and click Save.

   The Warning: Sharing editable layers publicly message appears notifying you that you are sharing editable layers publicly.

5. Click Update.

Create After Action app

Incident commanders are responsible for the health and safety of participants during an event. The Special Event After Action app provides useful visualization tools to see both how incidents occurred and how field personnel responded. This information can be used to further examine specific incidents and help plan for future events.

Follow the workflow below to create a unique Special Event After Action app for your event.

Follow the steps below create a unique track view of your event.

1. Open a new map project in ArcGIS Pro.
2. Sign in to your ArcGIS organization account within ArcGIS Pro .
3. Search for the <Event Name Date>_trackview and add the track view to the map.

   If you have many field personnel over an extended period of time then, you may have a large number of tracks and want to change the maximum number of records returned.

4. Select the track view you added to the map and export the data from the track view into a new layer.
5. Publish the new layer as a service in your ArcGIS organization and name it <Event Name Date> - Tracks.

Follow the steps below create a Special Event After Action web map to use in the After Action app.

1. Sign in to ArcGIS organization and navigate to the Special Event After Action web map item.
2. Open in Map Viewer the Special Event After Action web map.
3. Add the layer you published in the previous workflow to the map.
4. Change the style of the layer and symbolize by the Full Name field.
5. Add the layer assignments layer named the <Event Name Date> - Assignments to the map.
6. Change the style of the layer and symbolize by the report type field using the public safety category.
7. Remove the Report Type layer from the map.
8. Save the Special Event After Action map with a new same for example, Special Event After Action - Event Name.

Follow the steps below create a Special Event After Action app for your event.

1. In your ArcGIS organization, navigate to the Special Event After Action app item and Edit Application.
2. Choose the triangle button, next to Save, and choose Save As.
3. Choose a name for the app for example, Special Event After Action - <Event Name>.
4. Choose Map, Choose web map, then choose the map you created in the previous workflow.
5. Choose Widget, Set the widgets in this controller, Group Filter widget, and then choose OK.
6. Add each layer of the map to the widget and choose the Event Identifier field as the filter.
7. Choose After Action Report widget and update the layer to the<Event Name Date> - Assignments.
8. Choose Find Personnel widget and update the layer to the<Event Name Date> - Tracks.
9. Save and then Launch the application.

The application is a historical archive of the special event and can be used to animate assignments and track locations. Repeat this workflow for each event.