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Configure Adopt-A-Road

In this topic

  1. Load data
  2. Configure the Adopt-A-Road site
  3. Schedule Road Volunteer Notebook
  4. Update approved volunteer email message
  5. Add team question to volunteer application
  6. Configure the service request form
  7. Configure the sign request form

Adopt-A-Road can be used to operate road adoption programs that allow volunteers to adopt roads and clean them for the community.

In this topic, you will learn how to configure the Adopt-A-Road solution to meet specific needs in your organization.

Load data

The Adopt-A-Road solution is modeled as a characteristic layer for the Roads layer shipped with the Roadway Management solution. If you have also deployed theRoadway Management solution, you can use that solution to manage your roads before loading them into the AdoptARoad feature layer.

If you are using another system for managing roads and want to use the Adopt-A-Road solution for public asset adoption and service requests, you must load roads into the AdoptARoad feature layer. You must also update every road's adoption status and public view settings for assets that are meant to be adopted by the public.

Load roads from a shapefile or file geodatabase

To load catch basins from a shapefile or file geodatabase, complete the following steps:

  1. Create a .zip file of your shapefile or file geodatabase.
  2. Sign in to your ArcGIS organization and browse to the AdoptARoad feature layer.
  3. From the item page, click Update Data.
  4. Follow the steps in the Update data wizard to load your data.
    5. Tip:

    For more information about uploading data, see Manage hosted feature layers—Append data to layers.

Update road attributes

The AdoptARoad feature layer contains three feature layer views used by various apps in the solution to display different roads based on their adoption status, public visibility, the identity of the adoptee, and any recent activity completed by volunteers on adopted roads. The following steps describe how to set initial default values for adoption status and public visibility for all of your roads prior to sharing the solution with the public.

To update the Adoption Status and Publicly Visible fields, complete the following steps:

  1. Verify that you are signed in to your ArcGIS organization and browse to the AdoptARoad feature layer.
  2. Open the item page and click the Data tab.
  3. Click the Adoption Status column.
  4. Click Calculate.
  5. On the Calculate Field dialog box, choose SQL.
  6. Type the following expression: 'Available'.
  7. Click Calculate.
  8. Click Close.
    Note:

    Refresh the page to see the updated values in the table.

Configure the Adopt-A-Road site

The Adopt-A-Road solution includes the Adopt-A-Road ArcGIS Hub site. This site can be configured with your organization's branding and used to share information about the Adopt-A-Road program with the public.

Update with organizational information

After deploying the Adopt-A-Road solution, the Adopt-A-Road 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 Adopt-A-Road 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 Edit 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 Adopt-A-Road solution must be shared with everyone so they can be accessed by the public on the Adopt-A-Road 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 Adopt-A-Road folder.
  2. Next to each of the following items, check the check box:

    NameItem type

    AdoptARoad_public

    Feature layer (hosted, view)

    Requests_submit

    Feature layer (hosted, view)

    Road Request Types

    CSV

    Road Viewer

    Web Map

    Road Viewer

    Instant App

    Road Request

    Form

    Adopt-A-Road

    Hub Site Application
  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.

Share the volunteer application form with the Hub community group

The Adopt-A-Road solution is used to cultivate a volunteer workforce to clear adopted roads in your community.

To apply to the Adopt-A-Road volunteer program, a user must have a community user account and be signed in to the Adopt-A-Road site. To grant access to the Road Volunteer Application form, share the form and the AdoptARoad_submit feature layer to the Hub Community Members group. This group is automatically created during Hub Premium activation and contains all members of your community organization. As new community members join, they will be automatically added to this group and will have access to the Road Volunteer Application form.

  1. Verify that you are signed in to your ArcGIS organization and browse to the Adopt-A-Road folder.
  2. Next to each of the following items, check the check box:

    NameItem type

    Road Volunteer Application

    Form

    AdoptARoad_submit

    Feature layer (hosted, view)

  3. Click Share.
  4. In the Share window, click Edit group sharing.
  5. Check the Hub Community Members group check box.
    6. Note:

    The Hub Community Members group will only be available to users who were administrators of the organization when Hub Premium was activated. If you don’t see this group, work with the Hub Community organization administrator to get access to this group.

  6. Click Apply and click Save.

Schedule Road Volunteer Notebook

Volunteer coordinators use the Adopt-A-Road site's Manage Program page to approve volunteers. The Road Volunteer Notebook grants volunteers access to the program and sends an email welcoming volunteers to the program.

Follow the steps below to schedule the Road Volunteer Notebook to run as a scheduled task.

Note:

You must be assigned a role of Administrator or custom role that includes the privilege to create, edit, and schedule notebooks to run and schedule ArcGIS Notebooks notebooks and complete the following steps.

  1. Verify that you are signed in to your ArcGIS organization and browse to the Road Volunteer Notebook item.
  2. From the item page and click Open Notebook.
  3. Click Tasks.
  4. Click Create Task.
  5. For Title, type Adopt-A-Road Task and click Next.
  6. Configure the task to run nightly by selecting Day from the Repeat Type drop-down menu and selecting 1 - Every Day from the Repeat Interval drop-down menu.
  7. Select a Time value for the task to run at 3 a.m.
  8. Click Create Task to finish scheduling the notebook.

Update approved volunteer email message

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

Newly approved volunteers will receive an email with instructions on how to adopt roads in their community as well as general guidance about the activities they can perform when cleaning a road. Your organization may want to update this message to include contact information or other links related to your organization.

Complete the following steps to update the message your volunteers will receive when they are approved for the program.

To update the message your volunteers will receive when they are approved for the program, complete the following steps:

  1. Verify that you are signed in to your ArcGIS organization and browse to the Approved Road Volunteers group.
  2. On the Overview tab, the group Description section contains a message sent to newly approved volunteers.
  3. Optionally, click Edit in the Description section to modify the message to your organization's needs. When you are finished, click Save.

Add team question to volunteer application

The Adopt-A-Road solution can be configured to support organizations.

To configure the Road Volunteer Application form to allow approved volunteers to join a team, complete the following steps:

  1. Install ArcGIS Survey123 Connect.
  2. Start ArcGIS Survey123 Connect and sign in to your ArcGIS organization.
  3. Click Road Volunteer Application to download the survey.
  4. In the Download window, click Download and click OK.
  5. Click Road Volunteer Application to open the survey.
  6. On the left, from the side toolbar, click the XLSForm button.
  7. At the bottom of the Microsoft Excel spreadsheet, click the survey tab.

    This tab comprises all the questions in the survey.

  8. In the appearance column for the team_existing question (cell F17), replace the URL with the feature service URL of the Volunteers layer in the AdoptARoad_public feature service view that was deployed with the solution.

    Ensure that the URL you insert references the feature layer index of the Volunteers layer and the URL's WHERE statement remains intact. The following example shows what cell F17 will look like after you have updated it:

    search ("Volunteers?url=[your URL]/FeatureServer/0?where=status%3D%27Approved%27")

  9. Delete rows 14 and 19 from the spreadsheet.

    These rows referenced a hidden group in the form. By removing these rows, the Road Volunteer Application form will now display the fields necessary to allow volunteers to join an existing team or create a team.

  10. Save and close the Microsoft Excel spreadsheet and preview your changes in ArcGIS Survey123 Connect.
  11. Click Publish survey to publish your changes, and then click OK.

Configure the service request form

The Adopt-A-Road solution includes the Road Request form that can be used by the general public to submit nonemergency road-related problems or requests for service in their community.

This form can be updated to include different types of road issues that can be reported, the terms of your organization's service levels, and whether you will require public road complaints to be reported within a certain distance of the roads your organization maintains.

To update the types of roadway-related issues that can be reported in your community, complete the following steps:

Modify request types, descriptions, and service level agreement terms

A well-defined list of road request types makes it easy for the public to report issues to your organization and for your organization to communicate service level agreements (SLA). These SLAs ensure that citizens understand what to expect when they submit a request for service, including how long it will take for the organization to respond to certain types of requests.

To update the types of roadway-related issues that can be reported in your community, complete the following steps:

  1. Verify you are signed in to your ArcGIS organization and browse to the Road Request Types.csv file.
  2. From the item page, click Download.
  3. Open the Road Request Types.csv file.
    Tip:

    The source_field column defines whether the values apply to the request type field (feature layer field: reqtype) or to the service level agreement and description fields (feature layer fields: sla and description). For request types, the name column defines the value that is written to the feature, and the label column defines the value shown in the app drop-down menu.

    For service level agreements and descriptions, the name column defines the request category (for example, Road), followed by a hyphen (-) and the name of the request type. The label column defines the values used for the request type's description, and the sla column defines the values for the service level agreement text.

  4. Add, remove, or modify the road request types, descriptions, and service level agreement text.
  5. From the item page, click Update Data.
  6. Follow the steps in the Update data wizard to load your data.

Enable road request constraints

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

Using location-based constraints in the Road Request Survey123 form helps ensure that service requests contain accurate location information upon submission, requests are sent to the correct jurisdiction, and responsible agencies can effectively locate and address requests for service.

Organizations can restrict public service requests from being submitted based on a minimum distance the report's location is from the roads the organization maintains. If an attempt is made to report an issue outside the given distance, a helpful message will appear and the requestor will be unable to submit a request until the report's location is updated.

To enable road request constraints, complete the following steps:

  1. Install ArcGIS Survey123 Connect.
  2. Start ArcGIS Survey123 Connect and sign in to your ArcGIS organization.
  3. Click Road Request to download the form.
  4. In the Download window, click Download and click OK.
  5. Click Road Request again to open the form.
  6. On the side toolbar, click the XLSForm button.
  7. At the bottom of the Microsoft Excel spreadsheet, click the survey tab.

    This tab comprises all the questions in the survey.

  8. In the default column for the hidden url question (cell J9), replace the URL with the feature service URL of the AdoptARoad_public feature layer deployed with the solution.

    The URL inserted must reference the feature layer index of the Road layer (Index 0), and the URL's distance statement must remain intact. By default, the distance used is 200 feet.

  9. Update the distance value to meet the needs of your organization. The following example shows what cell J9 will look like after you have updated it:

    [your URL]/Feature/Server/0?distance=200&units=esriSRUnit foot

  10. In the appearance column, for the checklocation note, delete the hidden value from the cell (cell F12) so that no value remains.
  11. Save and close the Microsoft Excel spreadsheet and preview your changes in ArcGIS Survey123 Connect.
  12. In ArcGIS Survey123 Connect, in the left toolbar, click Publish to publish your changes.
  13. Click Publish survey to publish your changes, and then click OK.

Configure the sign request form

The Adopt-A-Road solution includes the Sign Placement Request form that can be used by volunteers to request signs that acknowledge their work.

Enable sign request constraints

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

Using location-based constraints in the Sign Placement Request Survey123 form helps ensure that sign requests contain accurate location information upon submission.

Organizations can restrict sign requests from being submitted based on a minimum distance the requests's location is from the roads the organization maintains. If an attempt is made to request a sign outside the given distance, a helpful message will appear and the requestor will be unable to submit a request until the report's location is updated.

To enable sign request constraints, complete the following steps:

  1. Install ArcGIS Survey123 Connect.
  2. Start ArcGIS Survey123 Connect and sign in to your ArcGIS organization.
  3. Click Sign Placement Request to download the survey.
  4. In the Download window, click Download and click OK.
  5. Click Sign Placement Request to open the survey.
  6. On the left, from the side toolbar, click the XLSForm button.
  7. At the bottom of the Microsoft Excel spreadsheet, click the survey tab.

    This tab comprises all the questions in the survey.

  8. In the default column for the URL question (cell J5), replace the URL with the feature service URL of the Roads layer in the AdoptARoad_public feature service view that was deployed with the solution.

    Ensure that the URL inserted references the feature layer index of the Roads layer and the URL's DISTANCE statement remains intact. By default, the distance used is 200 feet. The following example shows what cell J5 will look like after you have updated it:

    [your URL]/FeatureServer/0?distance=200&units=esriSRUnit_Foot

  9. In the appearance column, for the checklocation note (cell F7), delete the hidden value from the cell so that no value remains.

    This cell turns the note and its constraints on and off to ensure that all requests are within 200 feet of a road.

  10. Save and close the Microsoft Excel spreadsheet and preview your changes in ArcGIS Survey123 Connect.
  11. Click Publish survey to publish your changes, and then click OK.

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In this topic
  1. Load data
  2. Configure the Adopt-A-Road site
  3. Schedule Road Volunteer Notebook
  4. Update approved volunteer email message
  5. Add team question to volunteer application
  6. Configure the service request form
  7. Configure the sign request form