Configure Special Event Permitting and Operations

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

Preset event identifier

All of the special events and associated assets are stored in common hosted feature layers. Many of the applications in the solution use an event identifier to filter the maps for a specific event. To ensure that the features are being tagged with the appropriate event identifier, update the editing applications to use preset values in the Event ID field.

  1. Sign into your ArcGIS Online organization and search for the Special Event Site Map app.
  2. Click Edit Application.
  3. Click Widget in the upper left corner of the app.
  4. Click Set the widgets in this controller.
  5. Hover over the Create Site Map widget and click the edit icon to Configure this Widget
  6. In the Configure Create Site Map dialog click Attribute Actions.
  7. Scroll down under Preset, hover over Event ID and click the Edit icon under Actions.
  8. The edit icon will not appear until you hover the Event ID field.
  9. Uncheck Hide in preset value display.
  10. Click OK.
  11. Click OK to close the Configure Create Operations Map dialog.
  12. Click Save.
  13. Repeat the above steps for the Special Event Operations Map app.
  14. Tip:
    When you launch the Special Event Site Map from the Special Event Manager the Event ID will be automatically exposed to ensure you are updating the correct features.

Extend event permit survey

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 pre-configured questions and adjust as necessary to remain in compliance with your organizational policies. In addition, ensure 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 then configure the surveys to utilize 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 recreated with the same name and URL address after a new field is added.

Note:

Use the instructions 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 to format a new survey.

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

  1. Sign into your ArcGIS Online organization and search for the SpecialEvents hosted feature layer.
  2. Add a new field to a layer in the SpecialEvents hosted feature layer.
  3. Navigate to the SpecialEvents_approved view in your contents.
  4. Click the Open in Map View down arrow, then Add to new map.
  5. Click the more options ellipses on the appropriate layer or table, then click Set View Definition. Click Define Fields.
  6. Scroll to the newly created field, 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. Navigate to the join view in your contents (for example, SpecialEventAreas_approved).
  2. On the items 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 will be used below when recreating 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 table below.

    Name of JoinTarget layerLayer to join to the target layerFields to matchJoin OperationDefine 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

    SpecialEventRoutes_approved

    SpecialEventAreas

    SpecialEvents

    eventidentifier = eventid

    Join one to one

    Order by Date Reported / Newest

    Note:

    Ensure each new join view uses the names defined in the table above. If you use the same names, the layers in the map and the existing dashboard widgets will not have to reconfigured. If your join view contained a unique guid, the new join view will need to 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 Online organization.
  3. Click on Special Event Permit to download the survey.
  4. Click on Special Event Permit again to open the survey.
  5. On the left pane, click Open XLSForm Spreadsheet.
  6. In the Microsoft Excel spreadsheet, click on 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 launches an email to send to these reviewers. Often these reviewers are the same for every event, so rather than typing in the same emails for each departmental reviewer every time an event is ready for review, you can populate the email so it always has their email addresses.

  1. Sign into your ArcGIS Online organization.
  2. Click Content and navigate 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 ellipses and click Configure Pop-up.
  5. Under Attribute Expressions, scroll down to Notify Reviewers Email Link.
  6. Find the line of code: var emailRecipient = "”
  7. Enter the email addresses of the reviewers between the empty quotes separated by semicolons.
  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 navigate 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 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

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 would like to capture.

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

  1. Sign into your ArcGIS Online organization.
  2. Click Content and navigate 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 Event Asset Type.
  5. Next to List of Values, click Edit.
  6. Add your additional asset type(s) 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:

The same steps can be used to modify the SafetyPlanning and HealthSafetyPlanning layers and associated views.

Share event destination

Promoting Special Events is an ArcGIS Hub site that can be used to promote special events in a community. It can also serve as a destination for event organizers that must apply for a special event permit. The hub site integrates several maps and apps included in the Special Event Permitting and Operations solution. Each of these maps and apps must be shared with the public so they can be accessed at the Promoting Special Events destination.

To share the event maps and apps, complete the following steps:

  1. Sign into your ArcGIS Online organization.
  2. Search for Promoting Special Events and open the item details page.
  3. Share the hub site with Everyone (public).
  4. Repeat this process for each of the following items below:

ItemNameSharing

Web Mapping app

Special Event Site Map Viewer

Everyone (public)

Dashboard

Special Event Calendar

Everyone (public)

Form

Special Event Permit

Everyone (public)

Web Map

Special Event Site Map Viewer

Everyone (public)

Web Map

Special Event Calendar

Everyone (public)

Feature Layer (hosted)

SpecialEvents

Everyone (public)

Feature Layer (hosted, view)

SpecialEvents_approved

Everyone (public)

Feature Layer (hosted, view)

SpecialEventsAssets_approved

Everyone (public)

Feature Layer (hosted, view)

SpecialEventsRoutes_approved

Everyone (public)

Feature Layer (hosted, view)

SpecialEventsAreas_approved

Everyone (public)

Feature Layer (hosted, view)

RoadClosures_public

Everyone (public)

Configure Crowd Counter App

The Special Event Operations solution includes the ability to track the number of people entering and exiting a defined area to ensure the number of people admitted does not exceed the maximum capacity allowed for the size of the area.

Download and set up Crowd Counter App

You will need to setup the Crowd Counter App on your mobile device in order to manage and track crowd capacity. To download and install the Crowd Counter App on your mobile device, follow these steps:

  1. Download ArcGIS AppStudio Player onto your mobile device.
  2. Open the app on your mobile device, and sign in to your ArcGIS Online organization.
  3. Choose the SHARED button, choose the Crowd Counter App icon to download the app.
  4. Choose the Crowd Counter App icon, and sign in your ArcGIS Online organization again.
  5. Choose the add button and choose BROWSE PROJECTS, and then choose Crowd Counter to download the project.
  6. When the download is complete, choose on Crowd Counter, and sign in to your ArcGIS Online organization, choose the Keep me signed in.
Note:

The first time you setup your mobile device with the Crowd Counter App, you will be prompted to sign in three separate times, this is expected. After the initial setup, you will no longer be prompted to sign in.