Glossary

Your interface in Eproval where you can view all applications that are relevant to you. Every user’s dashboard is unique depending on their role.

A suite of tools available in each application, including the Activity Log, Communication Log, and Documents Log, that help you access important application information quickly.

Eproval's cloud-based delivery model. This means the platform is hosted online and accessible from any device with internet access, with no software installation required.

Instant notifications and status changes that keep all stakeholders informed of application progress without delay.

No restrictions on number of platform users, which includes permit managers, applicants, and reviewers (both internally and from from partner local, state and federal agencies/organizations.

Dedicated Eproval support and implementation specialists.

Eproval offers a number of optional platform extensions that can accommodate specific needs, either now or in the future. These include a calendar, scheduled notifications, two-phase application, applicant survey, permit generator, and eCommerce tool.

The process of deploying an updated version of a cloud-based application to its production environment, making new features, fixes, or other changes available to end-users

A pre-defined set of data determined by the city being allowed to be duplicated from previously submitted applications to form the draft answers for new applications.

Prepackaged reports available to all customers that include the Communication Log, Documents Log, Activity Log, and Email Log.

Public Agency Staff who manage the overall permit process, coordinate internal workflows, and issue final approvals. Permit managers can see all applications and have administrative access to the system. Sometimes referred to as Administrators.

Agency or department staff that are responsible for evaluating specific sections of permit applications and updating the status of those sections based on their review. A Reviewer can be required on an application, or Information Only.

The person or organization submitting the permit application. Applicants can view their applications, respond to comments, and upload additional documents as requested.

Internal staff with administrative privileges who can manage system settings and user access. Often the same person as the Permit Manager.

It is possible to have multiple Application Types in Eproval that the applicant selects from when starting an application. Each Application Type is its own entity, with unique attributes such as its own application form, preset email notifications, status changes, Reviewer Workflow mappings (with or without the need for approval), and post submission workflows and their corresponding statuses.

Individual parts of a permit application that are assigned to specific departments or reviewers. Each section contains information relevant to that department's review. Sometimes referred to as Steps.

Collapsible sections within applications that can be opened or closed. Think of them like drawers in a desk - you can open them to see the contents inside or close them when you don't need them.

Application sections that are not visible to applicants. These may contain sensitive security information or internal process notes.

Instructional content that was provided to applicants during the application process. The types of content you can add include text, images, links, and downloadable forms.

The section at the bottom of applications containing internal notes that applicants cannot see. These comments are separated by a literal red line.

The status of the application overall, as determined by the permit manager.

Reviewers are mapped, or assigned, to specific sections of the application that they’re responsible to review. Because each section can have multiple reviewers, a section can have multiple statuses at the same time - one for every reviewer. When you open an application, you can see the number of reviewers, and the review statuses, according to the number and color of the dots beside the section header. When you expand that section, you can fully see each reviewer and their statuses. See also: Asynchronous Reviews.

The initial status for all sections, indicating that review hasn't begun.

Shows that a review for an application or a specific section is actively in progress.

Use this status when you need additional information from the applicant to complete a review. Usually accompanied by a comment requesting the information or a request to amend the application.

The section meets all requirements and has been approved.

The section does not meet requirements and has been declined.

An approval granted with specific conditions that must be met. You'll see a green checkmark beside "Under Review" status for conditionally approved applications.

For Reviewers that are included for visibility into the application but don't need to complete a review. Notification Only participation isn’t seen by the applicants.

Comments that apply to the entire application, or are more global in context, rather than in regards to a specific section. These appear at the top of the application.

Comments specific to an individual application section. These appear in the "Comments and Files" area below each section's details. When entered, these comments are generally intended for a specific recipient, such as a reviewer, applicant, or permit manager. However, these comments remain on the application and can be seen by all internal or external users with access to that section.

Comments that only internal staff can see. Applicants cannot view these notes. See also: Below the Red Line.

Internal comments marked for future reporting and review of past permit discussions.

Standard automated alerts included with all Eproval implementations. It includes email notifications that are sent to your email when you receive comments, when applications have been submitted, and when an assigned review is starting.

An add-on module that lets you perform advanced email notifications to send alerts and reminders based on parameters such as Event Start and End Dates, Application Status, or Section Status.

A centralized location where you can view all comments and correspondence related to an application. Comments can be sorted by date and topic.

A single location where you can find all documents associated with an application, regardless of who uploaded them or where they were uploaded.

Files submitted by the applicant with their initial application.

Files added after the application was submitted and the review process began.

If using the Permit add-on module, you’ll be able to generate a permit, which would be available on the application and in the Documents Log.

Once an application’s status is changed to Under Review, the reviews performed by assigned reviewers can all happen independently. This means that one reviewer doesn’t have to wait for another reviewer to finish before they can begin. Each section can have multiple reviewers, and those reviewers can all be at different statuses and all proceed at their own pace.

A process where applicants first complete an Intent to Apply application, which includes high level event details (who, what, when where), that lets a public agency identify potential conflicts and issues very early. Once any issues are resolved, the Intent to Apply is approved and the applicant can go on to complete the full permit application. For more information, see our Eproval 2-Phase Application Process video.

Applications that require input from multiple city departments or agencies, such as police, fire, and public works.

The collaboration between different departments or agencies during the review process.

Workflows that occur after the application has been submitted and the status has been updated to Under Review. These workflows could be internal only or may include the applicant. For more information, see our Eproval Post Submission Workflows video.

The complete process from application submission through post-event follow-up.

Past applications for the same event or organization, useful for comparing event details and history, and for viewing the debriefing notes.

A complete record of all actions taken on an application, including status changes, comments, and document uploads.

Eproval captures all actions, communications, documents, and emails related to an application that were performed within the system. This information can be utilized to help comply with any Public Records Requests you may receive. Note that this does not capture activity that was done outside of Eproval.

Eproval supports Identity Provider-initiated (IdP) SSO. This authentication method allows you to use your organization's existing login credentials to access Eproval.

Eproval is hosted on the Cloud, meaning you can access it from anywhere with an internet connection without installing software.

The instructions and criteria provided to applicants for each section. You can view these by clicking "Review Requirements" in any section.

The specific parts of applications reviewers are responsible for reviewing. These sections open automatically when an assigned reviewer accesses an application.

Used for when a Reviewer requires additional information for a specific application section in order to make their review determination. During the Status Update, the Reviewer can request that the applicant amend the original application to provide the needed information. This reopens that section of the application so that the applicant can edit the information originally provided.

The schedule for completing application reviews, often with specific deadlines.

Multiple reviewers can work on different sections of an application simultaneously, with changes visible immediately.

Processes for determining law enforcement and emergency services needs for events.

Documentation of compliance checks conducted before or after events.

Public and internal event calendar functionality.

Billing and payment processing module.

Automated reminder system.

Post-event feedback collection.

Payment gateway integration.

Create your own reports that are tailored specifically for your needs and audience.