Configure ROW Permitting

ROW Permitting can be used to collect and organize permit applications, coordinate the permit review process, gather feedback during permit review, and share approved permits with internal and external stakeholders.

In this topic, you'll learn how to configure the ROW Permitting solution to meet specific needs of your organization.

Configure the ROW Permit Application form

The ROW Permit Application form allows contractors and the general public to submit permit applications. Permit requirements may vary from organization to organization. Complete the following steps to modify the ROW Permit Application form.

Modify permit types

Permit types are grouped into categories that make it easier to submit an application. The permit categories and types are defined in the ROW Permit Types CSV file deployed with the solution.

To modify the permit categories and types available in the ROW Permit Application app, complete the following steps:

1. In a browser, sign in to your ArcGIS organization and browse to the ROW Permit Types CSV file.
2. From the item page, click Download.
3. Open the CSV file and edit it with your information.

   Note:

   The source field column defines whether the values apply to the permit type (field: type) or permit subtype (field: subtype). The name field defines the value that is written to the feature. The label field defines the value shown in the app drop-down menu. The cost field defines the value for the permit cost (field: permcost). The source value field defines which category the type will display under.

4. Save and close the file.
5. In your ArcGIS organization, return to the ROW Permit Types item page.
6. From the item page, click Update Data.
7. Follow the steps in the Update data wizard to load your data.

Modify the application form

The ROW Permit Application form allows you to collect information specific to the permits you wish to approve.

To modify the ROW Permit Application form to collect information required by your organization, complete the following steps:

1. Install ArcGIS Survey123 Connect.
2. Start ArcGIS Survey123 Connect and sign in to your ArcGIS organization.
3. Click ROW Permit Application to download the form.
4. In the Download window, click Download and click OK.
5. Click ROW Permit Application again to open the form.
6. On the side toolbar, click the Open XLSForm Spreadsheet button.
7. In the Microsoft Excel spreadsheet, click the survey tab, if necessary.
8. In the default column for the hidden URL question (cell J18), replace the URL with the feature service URL of the ROWPermit_submit feature layer deployed with the solution.

   The URL that you inserted must reference the feature layer index of the Permit layer. and the URL's order statement must remain intact. The following line shows what cell J18 will look like after you have updated it:

   [your URL]/FeatureServer/0?orderByFields=CreationDate DESC

9. Revise the rest of survey to reflect your needs.

   Note:

   Any new questions added to the permit application must have a corresponding field added in the ROWPermits feature layer.

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

Revise fields that can be modified

The My ROW Permits application allows applicants to update their permit applications when the permit has a status of Information Needed. In some cases you may want to prevent specific fields from being modified after the initial application is submitted.

To revise the fields that can be modified when an application is edited, complete the following steps:

1. Verify that you are signed in to your ArcGIS organization and browse to the My ROW Permits dashboard.
2. From the item page, click Edit Dashboard.
3. Hover over the upper-left corner of the Permit List - Submitter element and click the Configure button.
4. Click the List tab.
5. In the Arcade expression, on line 2, update the survey_hide_fields array to include the fields you wish to hide.

   Note:

   Fields that are hidden in the form will not be editable. Hiding fields allows you to control which fields can be modified after the original permit application is submitted.

6. Click Done.
7. After you are satisfied with the content and appearance of the dashboard, click Save.

Notify permit stakeholders

Permit coordinators and reviewers can use the ROW Permitting site's Manage Permits page to triage and review permit applications. The ROW Permit Notebook notifies permit applicants, coordinators, and reviewers of changes in the status of the permit application.

Configure email templates

To modify emails sent by the ROW Permit Notebook, complete the following steps:

1. Sign in to your ArcGIS organization and browse to the ROW Permit Email Templates CSV file.
2. Open the item page and click Download.
3. Open the CSV file; add, remove, or modify the email templates. Use the following table as a guide.

   Field	Function
   Status	The permit status which the row applies to
   Subject	The value written to the email's subject line
   Body	The value written to the email's body
   Users	the ArcGIS Online group or user the email will be sent to

   Values from the permit application can be inserted into the body and subject of the email with curly brace notation.

4. Save your changes.
5. On the ROW Permit Email Templates item page, click Upload, browse to your modified CSV file, and click Update Item.

Schedule email notifications

Note:

To complete this workflow, you must be assigned a role of Administrator or a custom role that includes the privilege to create, edit, and schedule ArcGIS Notebooks.

To schedule emails with the ROW Permit Notebook, complete the following steps:

1. Verify that you are signed in to your ArcGIS organization and browse to the ROW Permit Notebook app.
2. Open the item page and click Open Notebook.
3. Click Tasks.
4. Click Create Task.
5. For Title, type ROW Permitting Task, and then 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. For Time, select a value that will run the task at 3 am.
8. Click Create Task to finish scheduling the notebook.

Configure the ROW Permitting site

The ROW Permitting solution includes the ROW Permitting ArcGIS Hub site. This site can be configured with your organization's branding and used to share permit application information with the public.

Update with organizational information

After deploying the ROW Permitting solution, the ROW Permitting 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 ROW Permitting site.
2. From the item page, click Configure.
3. Scroll to the Manage Your Permit Applications section, hover over the row card, and click the edit pencil on the horizontal toolbar.
4. In the Layout panel, expand the Visibility section and click Select Groups.
5. In the Select Groups dialog box, for From, select My Community.
6. Select the Hub Community Members group.

   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.

7. Click Save.
8. On the left, click the Customize Toggle button to return to the Customize pane.
9. 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.
10. 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.

11. Click the HTML box.

    The HTML window appears.

12. Make the necessary changes and click Apply.
13. Click Save.
14. Click the Save drop-down arrow and click Publish Draft.

Share items with the public

Several layer views, maps, and apps included in the ROW Permitting solution must be shared with everyone so they can be accessed by the public on the ROW Permitting 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 ROW Permitting folder.
2. Next to each of the following items, check the check box:

   Name	Item type
   ROWPermits_locator	Feature layer (hosted, view)
   ROW Permit Locator	Web Map
   ROW Permit Locator	Instant App
   ROW Permitting	Hub Site Application

3. Click Share.

Share items with the Hub community group

The ROW Permitting solution is used to collect and organize permit application from members of your community.

To submit a right-of-way permit application, an applicant must have a community user account and be signed in to the ROW Permitting site. To grant access to the ROW Permit Application form and the My ROW Permits app, you must share the applications 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 automatically be added to this group and will have access to the ROW Permit Application form.

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

   Name	Item type
   ROWPermits_submit	Feature layer (hosted, view)
   ROWPermits_mypermits	Feature layer (hosted, view)
   ROW Permit Application	Form
   My ROW Permits	Dashboard
   My ROW Permits	Web Map

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

   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 OK.
7. Click Save.