Configure Special Event Permitting

Special Event Permitting can be used to collect special event permits, manage the permit review process, and promote special events occurring in the community.

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

Tip:

As you configure the solution, record the configurations or alterations you make with each version in a change log. This information will be valuable if you upgrade to a new version and need to evaluate the effort required.

Provision users

The Special Event Permitting solution comes with two groups to help organize users based on their role in the review process: one for Special Event Permit Coordinators and another for Special Event Permit Reviewers group.

To add members to the groups, complete the following steps:

1. Sign in to your ArcGIS organization and verify that you have privileges to manage member groups.
2. Click Groups at the top of the site.
3. Browse to the Special Event Permit Coordinators group and click View details to open the group page.
4. On the Overview tab, click Invite members.
5. Check the check box next to the members that you want to add and click Add members to group.
6. Repeat these steps for the Special Event Permit Reviewers group.

Configure the Special Event Permits site

The Special Event Permitting solution includes the Special Event Permits ArcGIS Hub site. This site can be configured with your organization's branding and used to share special event permitting information with applicants.

Update with organizational information

After deploying the Special Event Permitting solution, the Special Event Permits 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 Special Event Permits site.
2. From the item page, click Configure.
3. If necessary, click the Edit button to open the site editor.
4. Scroll to the Manage Your Permit Applications section, hover over the row card, and click the edit pencil on the vertical toolbar.
5. In the Layout panel, expand the Visibility section and click Limit to Group and click Select Groups.
6. In the Select Groups dialog box, for From, select My Community.
7. 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.

8. Scroll to any additional 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.
9. 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.

10. Click Save.
11. 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 solution must be shared with everyone so they can be accessed by the public on the Special Event Permits 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 folder.
2. Next to each of the following items, check the check box:

   Name	Item type
   EventPlans_public	Feature layer (hosted, view)
   RoadClosures_public	Feature layer (hosted, view)
   SpecialEvents_public	Feature layer (hosted, view)
   Special Event Calendar	Web Map
   Special Event Calendar	Dashboard
   Special Event Permits	Hub Site Application

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

Share items with the Hub community group

The Special Event Permitting solution contains apps for applicants to be able to submit permits, track their status, and create site maps. To be able to access these, an applicant must have a community account and be signed in to the Special Event Permits site. To grant access to the Special Event Permit Application form, My Special Event Permits Dashboard, and My Special Event Site Map Editor app, they must be shared 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 shared items.

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

Note:

You must be a community administrator or added as a Group Manager to the Hub community group to perform the next steps.

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

   Name	Item type
   SpecialEvents_submit	Feature layer (hosted, view)
   SpecialEvents_results	Feature layer (hosted, view)
   SpecialEvents_applicant	Feature layer (hosted, view)
   EventPlans_applicant	Feature layer (hosted, view)
   Special Event Permit Application	Form
   Special Event Permit Application	Web Map
   My Special Event Site Map Editor	Web Map
   My Special Event Site Map Editor	Web Experience
   My Special Event Permits	Web Map
   My Special Event Permits	Dashboard

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

Note:

The name of the group will by default start with the name of your organization. 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.

Configure email notifications

Note:

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

The maps that come with the Special Event Permitting solution include customized pop-ups that highlight event information and allow the special event coordinator to email participants in the permit review process. These email functions are added using Arcade expressions that can be modified to provide more information in the email body, have pre-defined recipients, and more depending on your process' needs.

To review and update these Arcade expressions, start with the Special Event Permit Manager web map. Open the web map, navigate to the Special Event Permit layer's pop-up settings, and review the expressions as desired. These updates can be copied and then pasted into other maps accordingly. Learn more about how to configure pop-ups.

Modify Special Event Permit Application

Note:

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

The Special Event Permitting 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.

Note:

To add new questions or choice list values to a survey created in ArcGIS Survey123 Connect, the corresponding fields or domains must first be added to the parent feature layer. Once added, you can update the appropriate layer views to include the new fields before proceeding with making any changes in ArcGIS Survey123 Connect. To get started, add the appropriate new fields and domains to the SpecialEvents feature layer, then update at least the SpecialEvents_submit layer view before continuing.

1. Install ArcGIS Survey123 Connect.
2. Start ArcGIS Survey123 Connect and sign in to your ArcGIS organization.
3. Click Special Event Permit Application to download the survey.
4. In the Download window, click Download and click OK.
5. Click Special Event Permit Application to open the survey.
6. On the left, from the side toolbar, click the XLSForm button.
7. Click the survey tab.

   This tab comprises all the questions in the survey.

8. Revise the survey to reflect your needs.
9. Save and close the Microsoft Excel spreadsheet and preview your changes in ArcGIS Survey123 Connect.
10. In ArcGIS Survey123 Connect, in the left toolbar, click Publish to publish your changes.
11. Click Publish survey to publish your changes, and then click OK.

Add asset types

Note:

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

You may wish to configure additional options for the Event Assets, Area, and Lines features that come with the solution for site map editing.

Symbology used by layers in the Special Event Permitting solution is based on domain values that exist for Event Assets, Areas, and Lines in the type field. To add or modify a symbol, first update the domain of the layer you want to update. Once the domain is updated, open the visualization tab of the layer item page and add the new domain value to the unique symbol renderer. From the renderer interface, you can adjust colors of any existing symbols or select a new symbol.

All symbols used in this solution are available in the Government Web Style under Vector Symbols. This web style can be searched for and added using the Add styles button in the Symbol style window when configuring a symbol. Learn more about how to change symbol styles.

Configure site mapping

Note:

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

The Special Event Permitting solution is designed to provide applicants with the ability to edit and review their event site maps in collaboration with the Special Event Coordinator. Applicants can only edit site maps for their events where the Special Event Coordinator has set the Permit Application Status field to Site Map Needed. However, for some organizations, Special Event Coordinators may prefer to create these event site maps themselves and not have the applicant involved in the process.

Modify Special Event Permit Application

The Special Event Permit Application form includes a question for the applicant to affirm that they will create a site map for the permit. In the event that this question is no longer relevant, it must be hidden or removed from the form.

To update the Special Event Permit Application form, complete the following steps:

1. Open ArcGIS Survey123 Connect and verify that you are signed in to your ArcGIS Organization.
2. Click Special Event Permit Application to open the survey.
3. On the left, from the side toolbar, click the XLSForm button.
4. If necessary, click the survey tab. Search for the question sitemapreq. In the appearance column, select hidden. In the required column, right-click on the cell and select Clear Contents.
5. Save and close the Microsoft Excel spreadsheet and preview your changes in ArcGIS Survey123 Connect.
6. In ArcGIS Survey123 Connect, in the left toolbar, click Publish to publish your changes.
7. Click Publish survey to publish your changes, and then click OK.

Modify event coordinator maps

To help facilitate collaborative site map editing, there are two maps for the Special Event Coordinator that include the ability to share the My Special Event Site Map Editor app with applicants. When applicants are not responsible for editing the event site maps, the pop-up needs to be updated to pull out this functionality.

To update the maps for the Special Event Coordinator, complete the following steps:

1. Verify that you are signed in to your ArcGIS organization and browse to the Special Event Permit Manager web map.
2. From the item page, click Open in Map Viewer.
3. In the Layers pane, click the Special Event Permits layer.
4. On the Settings (light) toolbar, click Pop-ups .
5. Select the Request Applicant Create Site Map Arcade Expression, click the Options button, and chose Delete. This removes the option for the Special Events Coordinator to email the applicant a link to the My Special Event Site Map Editor app.
6. On the Contents (dark) toolbar, click Save and open , and then click Save to save the pop-up changes to the map.
7. Repeat these steps for the Special Event Site Map Editor web map.

Modify applicant maps

Applicants who have event permits with a Permit Application Status of Site Map Needed are given access to the My Special Event Site Map Editor app through the My Special Event Permits app. When the applicant is not responsible for editing event site maps, the pop-up of the My Special Events feature layer in the My Special Event Permits maps needs to be updated to pull out this functionality.

To update the map for the applicant, complete the following steps:

1. Verify that you are signed in to your ArcGIS organization and browse to the My Special Event Permits web map.
2. From the item page, click Open in Map Viewer.
3. In the Layers pane, click the My Special Events layer.
4. On the Settings (light) toolbar, click Pop-ups .
5. Select the Update Site Map Arcade Expression, click the Options button, and chose Delete. This removes the link for the applicant to access the My Special Event Site Map Editor app.
6. On the Contents (dark) toolbar, click Save and open , and then click Save to save the pop-up changes to the map.