Workflow Management – Linked Fee Codes
Version 6.1 In Development
Overview
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103-wm-parm-301
Workflow Management – General Department Parameters
Overview
A workflow is a series of predefined steps that make up a process. A Workflow can be used for any work process, from printing bills to completing end-of-year procedures. You can include batch processes, administrative procedures and reports. As these steps are often required to occur in a specific order, they can be set up in a queue, i.e. the order that they are required to occur or be completed. Each step in a Workflow can have tasks associated with them that will need to be defined with start and completion dates and times.
User Interface
As is standard for Govern interfaces, lists are displayed on the left hand pane. As items are selected on the list the parameters and details are displayed in the central pane. Departments cannot be added in this interface, only their parameters can be modified.
Defining a Department
Prior to creating a Category, the following are required:
- A determination of which set of added fields are to be added to the entity.
- Application Numbers and Certificate ID’s that are to be created.
| NOTE: Due to the Workflow modules ability to generate unique alphanumeric keys, i.e. Applications, Numbers and Certificate ID’s, these numbers are stored as strings and not numerical values in (Table: USR_KEY_DYNAMIC), refer to the Appendix within this document for details regarding the USR_KEY _DYNAMIC table. |
The above are determined by the combinations of Kinds and Categories. In addition, the Kinds are also linked to an Account Receivable (A/R) Name and an Applicant Name.
Each Category will be linked to a Kind. In addition each Category can override the Application, Number, and Certificate ID’s.
Generated Tables
When created, the Kind will generate a (Table: WM_KIND_<kind code>). The Category will create a (Table: WM_CATEGORY_<category code>). If requested, each table will also generate respective required Added Fields.
Workflow – Department – General tab parameters
Accounts / Receivable (A/R) Parameters
A/R parameters can be defined at any of the following levels:
- Organizational
- Departmental, through the Permit Parameters form.
- Permit type, through the Permit Type Maintenance form.
- Activity step, linked to a permit, through the Activities tab.
- Fee, through the Fee Computation Setup form. (Under Development)
A/R Class Default – Select the default A/R class that is linked to the department.
Presentation of Numbers
When defining permit numbers by department, when generating Applications, Permits, Certificates (CO & CC), Offenses, Workflows, Payment and Submission sequence numbers if you are. Otherwise, leave this field blank and enter the number on the Land Management Parameters form or the Permit Type Maintenance form as applicable.
Override Sequence – By default this option is not selected. This means that all sequence numbers for Applications, Permits, Certificates (CO & CC), Offenses, Workflows, Payment and Submission sequence numbers will follow a conventional numerical standard, i.e. starting from 1, with no prefix or padding with zeros.
When this option is selected, parameters will be displayed that will allow the modification and appearance of the following:
Prefix – Enter an alphanumeric string that will be appended at the beginning of a numerical sequence; e.g. entering ‘AMT’ will result in a numerical sequence that is always presented as follows AMT001, or AMT1234, and so on. Look under the Preview column to see a real-time example of your sequence.
Sequence (Start Number) – The value that is entered in this field will be incremented by 1. The resulting value is your starting sequence number; e.g. if 100 is entered, the next starting number is 101. Look under the Preview column to see a real-time example of your sequence.
Length – Enter the number of digits to use for the length of the sequence. This field will accept a numerical value from 1 – 12. When a value is entered, the numerical portion of the sequence number will be “padded” with zero’s from the left hand side.
Example
When the number entered in this Length field is “8”, and no additional sequence numbers are entered, the starting number displayed under the preview will be 00000001. Likewise, if “1000” is entered as a Start Number, and a Length of “8” is entered, the number that will be displayed will be 00001001
Preview – A preview of your sequence configuration is displayed under this column.
Sequence types
Application – This is the sequence format that will be applied to an Application number when it is generated.
Number – These parameters will modify the sequence format that will be applied to a generated Certificate number.
Certificate – Complete the parameters to modify the sequence format that will be applied to a Certificate number when it is generated.
Automatically Link Applicant Name – Select this option to automatically enter the property owner as the applicant when you create a new record, i.e. permit, license, bond, approval or offense. The applicant will appear on the Names tab of the applicable function.
| NOTE: The Link A/R to Names option must be selected on the Accounts/Receivable General Parameters form if you are using this option. However, if the Link A/R to Names option is selected and this option is deselected, a message appears to notify the user to add the applicant name, manually. |
Automatically Link Owner Name – Select this option to automatically enter the property owner, on the Names tab, when you create a new permit, license, bond, approval or offense.
Automatically Link System ID’s – When creating a new Permit or Inspection, any Permits / Inspections, Hearings / Offenses, Workflow, Complaints/Request for Services/Grievances, Occupants, and Buildings record types already associated with the record, and displayed in the Dataset Treeview in Govern, can be linked when you click Automatically Link System IDs.
Display a Warning for a duplicate Type – T/C
Use the Activity Date to compute the Expiration Date from the Activities – Use activity date to compute the expiration date from the activities; when selected, the system will use the current activity start date to compute the expiration date for activities that use the expiration date automatic update (by adding “X” number of years, months or days).
Display all licenses issued to the Individual – Select this option to display all the licenses issued to the selected individual or company, when the user adds a reference name to a permit or license.
Inspection Parameters group
Inspection Territory – Select an inspection territory from the drop-down list.
Automatically Assign an Inspector – Select this option to automatically assign an inspector, when the inspection is generated from a System Activity.
| NOTE: You can only assign an inspector to a Scheduled inspection. |
The inspector is assigned, by availability and by territory, on the Inspector’s Schedule form; i.e., the location of the requested inspection needs to be within the territory assigned to the inspector. Otherwise, if All Territories have been assigned or if an Inspector’s Schedule does not exist for the inspector, the inspector can work in any territory.
- By Inspection Type – Select this option, if the Automatically Assign an Inspector option is selected, to assign inspectors by inspection type, as well as by territory. The inspector can only be assigned to an inspection if the inspection type matches one of inspection types selected on the Inspector’s Schedule form. Otherwise, if no inspection types have been assigned or if an Inspector’s Schedule does not exist for the inspector, the inspector can be assigned to any type of inspection. See Defining Inspection Calendars and Schedules in the Inspections guide for more information.
The inspector is automatically added to the Names tab of the permit or license that is associated with the inspection.
| NOTE: The insp code must be present in (Table: VT_USR_PMNAME). |
Show Inactive Inspectors – When selected, this option allows the system to display inspectors that are designated as inactive.
Use Light Inspection Scheduling – This feature allows you to indicate scheduled times which bypass the system scheduling restrictions which prevent conflicts in date and time. This would be the electronic equivalent of a sticky note reminder with a manually written time on it.
Generating Fees from Inspections
You can set up fees for failed or incomplete inspections for a permit, workflow or offense. When you select one of the following options, the Reason Code and Fee Amount fields are automatically displayed. The fee is generated from the Inspections function in Govern. Refer to the Inspections guide for further details.
| NOTE: You can select only one reason and apply only one amount, per department, for an incomplete or failed inspection. |
Generate Fee from Inspections – Select this option to set up a fee for an incomplete or failed inspection for an offense. Then, select a reason for charging the fee from the Reason Code field and enter an amount in the Fee Amount field.
Reason code – When an inspection is deemed incomplete or failed, a reason code may be required; select one from the combo box.
Fee Amount – Incomplete or failed inspections may have a fee associated with them. When this is the case, select the fee that is to be associated with it from the combo box.
Display a Warning for Unlinked Inspections – Select this option to display a warning flag for an inspection that has not been associated with a permit, license, approval, bond, decision, prosecution or appeal. If the user tries to access the inspection in Govern, a message will be displayed.
General tab Business Rules
A/R Class items that are year based that appear in the A/R Class Default combo box will use the year that is set under the GNA Year tab, not the year from (Table: USR_DEPARTMENT).
Workflow – Department – Activities tab parameters
See Workflow Activities
Workflow – Department – Types parameters
See Workflow Types
Workflow – Department – Inspections tab parameters
See Workflow Inspections
Technical Documentation
Click below to display or download the technical documentation.
103-wm-parm-301 Department Parameters.pdf
103-wm-parm-301
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103-UT-007
EMT Export Data to FILE
The Export Data form is used to export data structures from a specified database to an .XML file. The form allows you to export data settings through a step by step drill down process. The process is able to export everything from an entire database structure consisting of Modules, Module Elements (ME), and Module Element Components (MEC). The export process requires the user to select what elements of their database are to be exported. The export steps follow the Govern hierarchy. The Govern hierarchy is as follows:
Release 6.0
| Modules | Module Elements (ME) | Module Element (ME) Components |
|---|---|---|
| Open Form | OpenForms | All Profiles, OpenForms, Business Models (BM), Business Entities (BE), Security (Selected, or All) |
| System Configuration | System Registry, Dynamic Search (Group, Styles), Logical Expressions, SQL Queries, Batch Processes, Reports, Text Styles, and so on. | |
| Govern Tax | Real Property, Personal Property, Motor Vehicle, and so on. | |
| Matix Client Map | Matix related Client Maps | |
| NOTE: Although select Module Elements (ME’s) appear to not be present in the |
Release 6.1
| Modules | Module Elements (ME) | Module Element (ME) Components |
|---|---|---|
| Open Form | OpenForms | All Profiles, OpenForms, Business Models (BM), Business Entities (BE), Security (Selected, or All) |
| System Configuration | System Registry, Dynamic Search (Group, Styles), Logical Expressions, SQL Queries, Batch Processes, Reports, Text Styles, and so on. | |
| Govern Tax | Real Property, Personal Property, Motor Vehicle, and so on. | |
| Mass Appraisal | MA Tables, Shared Lookup Group Set, BSE Templates, User Validation Entries | |
| Misc. Billing | MB (Categories, Items, Recurring Batches) | |
| Matix Client Map | Matix related Client Maps | |
| User Validation tables | Validation Tables (Regular, A/R, MA, Workflow, and so on) | |
| Workflow Management | Workflow Action Answers, Names, Status’, Inspection Type Reason Codes/Status’, | |
Functionality
| NOTE: Individual user Module Elements and ME Components will vary from the above depending on which Govern modules have been purchased and licensed. |
During the export process, user selections will determine what options are presented in the next step. When exporting entities, all required dependencies, i.e. tables, are also exported. The resulting exported file can then be imported to another database using the Import Data utility, see Import Data from File for details about this process.
User Interface (UI)
There are no noticeable changes from previous versions of the Import, and Export utility. Navigation through the stages and steps of the process is carried out with the following navigation buttons
Exporting a Module Element
As an example, an administrator can design a new Profile and then wishes to export it. During the export process it will be necessary for them to make decisions as to what is to be exported. In their selection a single profile may be selected, or all profiles within the database. To demonstrate the steps involved in the export process, a single Profile will be exported. During the export, any associated security settings related to roles can be selected.
Security and Module Elements
By default when a profile is selected for export, NO security settings will be exported with it. This means that any securities associated with the profile will not be exported. As a result, a profile will be accessible to all roles and users.
Exporting Module Elements without Security…
When new securities for roles are to be defined, then it is not necessary to select the Security option for export.
To export Module Elements without security, from the GNA ribbon…
- Select Utilities (tab) > Import / Export Tools (group) > Export Data to File.
- In the Export form, Source Connection Key: field, select a Connection Key of the database that you will be extracting data from.
- Look for the Save to: field, click Browse to choose a location and enter a file name.
| NOTE: Unless an export filename is specified, the Export button will not become active, regardless of what selections are made. |
- Click Save, if the file name exists, you will be asked to confirm overwriting it. In the Main group, select OpenForm. Click Next.
- In the next screen, you will note that the Main group has now changed to the OpenForm group. The group label is an indication of the level of the export process.
- Click to select Profile. The Next button will become active; click Next.
- In the next form, you are presented with the list of Profiles; select one, or click the first check box at the top of the list to select all profiles.
- Note that the Next button [>>] has been changed to an Export [>] button. Click Export to generate the file.
The presence of the Export button [>] is an indication of the end of the selection process. At any point during this process, you can select Previous [<<] to return to the last step and modify your selection.
Exporting an OpenForm Model
Follow these steps to export an Open Form Model:
When the Open Form Model to be exported does not require security, or securities are to be added at a later time, do not select the Open Form Model with the Security option.
- Open GNA and select Utilities > Import / Export Tools > Export Data to File.
- In the Export form, in the Source Connection Key: field, select a Connection Key of the database that you will be extracting data from.
- Look for the Save to: field, click Browse to choose a location and enter a file name.
| NOTE: Unless an export filename is specified, the Export button will not become active, regardless of what selections are made. |
- Click Save, if the file name exists, you will be asked to confirm overwriting it. In the Main group, select OpenForm. Click Next.
- In the next screen, you will note that the Main group has now changed to the OpenForm group. The group label is an indication of the level of the export process.
- Click to select Open Form Model. The Next button will become active; click Next
- In the next form, you are presented with the list of Open Form Models within the database; select one or more models, or click the first check box at the top of the list to select all models.
- Note that the Next button has been changed to an Export button. Click Export to generate the file.
| NOTE: The presence of the Export button [>] is an indication of the end of the selection process. At any point during this process, you can select Previous to return to the last step and modify your selection. |
The length of the process is dependent upon the size and complexity of the database. When the process is complete, a dialog box is displayed.
- Click OK to return to the Export form.
When there is another export to be performed, click Restart to return to the beginning of the process; alternatively, click Exit to close the form.
Locate the newly created file that is to be imported from the Save to: folder.
Exporting a Business Model or Business Entity
When exporting a Business Model or Business Entity follow the above steps, i.e. steps for Exporting an Open Form Model.
Exporting Multiple Modules or Module Elements
Thus far, we have only exported single Module Elements (ME). Realistically, it is often needed to export more than one module element at a time. For example if multiple module elements are selected, e.g. the following ME’s:
- Profile
- Open Form (OF) Model
- Business Model (BM)
For this type of export, there would be multiple stages of user interaction before the export option is presented. We would need to make selections for Profiles, Open Form Models, and Business Models.
To make an export of multiple Module Elements (ME’s)…
- Open GNA and select Utilities (tab) > Import / Export Tools (group) > Export Data to File.
- In the Export form, in the Source Connection Key: field, select a Connection Key of the database that you will be extracting data from.
- Look for the Save to: field, click Browse to choose a location and enter a file name.
- Click Save, if the file name exists, you will be asked to confirm overwriting it. In the Main group, select OpenForm. Click Next.
- In the next screen, you will note that the Main group has now changed to the OpenForm group. The group label is an indication of the level of the export process.
- Click to select Profile, Open Form Model, and Business Model. The Next button will become active; click Next.
- The next step would be to select one or more Profiles; select Accounts Receivable and Land Management.
- Click Next.
- In the Open Form Model group, you will notice that some Models are already selected, this is an indication that they were already part of the profile selected in the previous step; note that you now have the opportunity to deselect them if required.
- Click Next.
- The final prompt will be for selecting Business Models (BM); select a BM.
| NOTE: If you click Previous, you will be returned to the previous screen, but you will no longer be able to deselect any selections. |
12. You will observe that the Next [>>] button has been changed to an Export [>] button. Click Export to generate the file.
| NOTE: Unless an export filename is specified, the Export button will not become active, regardless of what selections are made. |
The methodology that is used for exporting multiple Modules or Module Elements applies to both OpenForms as well as System data structures. If a user were to export multiple System module elements, e.g. Dynamic Search groups, and Dynamic Search Styles, some Dynamic Search group items may be pre-selected, because they are part of the Dynamic Search Style.
Documentation
Click here to link to the current version of the documentation.
See Also
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103-UT-009
Diagnostic Configuration (GNA Trace Utility)
Overview
NOTE: When enabled trace functions can be instrumental in troubleshooting system issues, likewise in assisting Technical Support to resolve them.
To display the Diagnostic Configuration console…
- Click Options > Configuration
- In the console click either Software, or Text (from MS Govern).
Default Trace Log Settings
By default, when enabled, a trace process will immediately begin to generate data that is written to a Comma Separated Value (.csv) log file in the Trace directory of the deployment folder. The trace file will use the following naming convention:
userName_serverName_ckName_appName.csv
where…
userName = users login name
serverName = name of the server that the application is installed
ckName = the connection key name
appName = the application that is being monitored
Ex.: jdoe_JNMTL2_GOVDB_60_JNMTL2_SQL_GovernNetAdmin.csv
NOTE:The trace log file is self maintaining in that it will be deleted when it is older than 30 days – this value cannot be modified. Alternatively, users may opt to delete the file manually, it will be regenerated the next time it is enabled.
Configuration
To configure a system trace, you will need to select the area of interest from the Diagnostic Configuration console.
Select Software under Load configuration from: areas that a trace can be enabled are displayed, along with parameters.
Software option
Target: The Target options allow the selection of how the trace information will be presented. The options are as follows:
File – The File option will generate the trace information as a log file. This .csv file can be opened with any application that supports the format, e.g. Microsoft Excel.
Console – When Console is selected, a console (output window) titled NLog is launched. The trace information is logged in the NLog window.
Console and File – Selecting the Console and File option will display the trace information using both of the above means, the NLog console window will be displayed and a .CSV log file will also be generated.
When the Text option is selected, A text field is displayed. The intent is that any debugging information is pasted into the field.
Minimum Reporting Type: Selecting a minimum reporting type will determine what details are logged. For example:
Info – Select the Info option to log general information about the application. This can include a list of the calls that are made by the application
Warning – The Warn minimum level will log error messages that are of the
Error – When a minimum level of Error is selected, the system will log all errors that are categorized as an Error. These are errors that will cause the application to halt its current process, but will not cause it to fail. In this situation data loss may occur.
Fatal – This option will log all errors that are categorized as Fatal. These are errors that will cause the application to fail, i.e. a crash without the chance of a recovery. In this situation data loss may occur.
Supported Modules
The list of supported modules are presented below the Minimum Reporting Type option and pertain to the areas of the govern application, modules, and integrated 3rd party modules.
All – Selecting All logs the errors generated by all modules. This will include traces of the errors generated by installed Govern suite applications; e.g. Govern, GovernNetAdmin, BEDesigner, GovernSoftware.Security.UI.Manager, MSGovern.OFD, and so on.
DAB – Selecting DAB will log the activities that access the Govern Data Access Block (DAB)
NOTE: When the DAB option is selected, a new field called Trace commands where execution time is longer than X milliseconds will be displayed. See details below.
- Trace commands where execution time is longer than X milliseconds – Enter a value in milliseconds that will be used a threshold. Any actions or calls that take longer than this value will be recorded in the log file. The default value for this field is 30 milliseconds
Text (from Govern) option
The text option is reserved for entering debugging information that is generated by the system. When errors are generated by the system, the debug code can be copied and reviewed for insight into the issue. To further assist, when the “Load configuration from” Text option (A) is selected, the debug code can be copied and pasted into the text field that is displayed.
If there is an incompatibility, an error window will be displayed.
103-UT-009
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Database Extraction Tool
Database Extraction Tool
Overview
The purpose of the Database Extraction tool is to create a new database that contains only specific, required information. This database is smaller and therefore easier to manage. Performance is better than the original.
The new database is created from data extracted from an existing Govern database. It contains the same schema as the original database but the data, property records, Profiles, and functions it contains are restricted to one or more modules, one or more years, and a saved dataset. A saved dataset is a predefined set of records that is created in Govern. Note that all the dependencies that are required for those records are also copied.
An extracted database can be useful in troubleshooting, testing, or training. For example, you may want to create a demo on a laptop computer and need only the data from the previous assessment year. You may want to test a new tax rate and need all the tax and CAMA tables but only specific property records. You may need to do some troubleshooting and want to send a portion of the database to a team working in a remote office.
The new extracted database is used in a deployment, as any other standalone Govern database. Once it is created, it is independent of the original database. It needs to be updated and maintained separately. It is designed for temporary use. Whenever you run the Database Extraction on it, the existing data are deleted and replaced with the selected data from the source database.
The new extracted database is:
- Reduced in size
- Easily transferred to another computer or to another team
- Contains only the data essential to a specific purpose
- Provides better performance due to the small size
The database extraction tool:
- Reduces the time required for creating a new database
- Reduces downtime over a full backup and restore
- The source database operates independently of the extracted database.
Read More... For a comprehensive pdf of this page, see the following document: Access to the: The Database Extraction Tool: A full list of all the tables that are copied can be viewed in the following file: MSGDatabaseStructMods.xml This file is accessed from the SystemFiles folder for your deployment. To create an extracted database from an existing database: Once the database extraction process is complete, the newly extracted database is ready to use. You can make it available to a remote team via ftp, or open it in any deployment, with the correct version number. You are ready to begin testing, troubleshooting, or training. The extracted database is the same as the source database. Once the procedure is complete, the extracted database is a standalone database that can be used as any other Govern database. You can run ad database verification, update the database or make modifications as you would to any other database. 103-ut-010
Documentation
103-UT-110-DatabaseExtraction.pdfPrerequisites
This can be any SQL database, such as an empty database, or a database from any Govern version.
All existing data and tables are removed from the destination databae at the beginning of the process.Recommendations
For details on running a database verification, refer to the GNA documentation.
The process clears all data from the destination database.
For example, the A/R records that are associated with the tax records in the dataset are copied. These include the property control records that are associated with the CAMA records.The only records extracted are those in the saved dataset and the dependencies of those records.References
Extracting a Database
Data from all tables for the range of years, selected in the From and To drop-down lists for the selected Saved Dataset.
All Profiles and user forms required for the records in the dataset, as well as all dependencies, are copied.
Tip: If you hover your mouse over the option for the parameter, a tooltip listing all the tables appears.
A confirmation message appears.
This message warns you that the process deletes all data in the destination database.Using the New Database
Maintaining the Extracted Database
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103-UI-010
Govern Administrator (GNA) About
SYSTEM Overview, What’s New, System Wiki Map
SYSTEM Overview, What’s New, System Wiki Map
About OpenForms release information.
103-UT-001
Active Directory Integration Tool
Overview
Active Directory (AD) is an implementation of the Lightweight Directory Access Protocol (LDAP) directory services by Microsoft. LDAP provides central authentication and authorization services for Windows based computers. AD is available in Windows Server 2000 / 2003 / 2003 R2 / 2014. The Active Directory Govern Integration Tool will allow you to import users from Active Directory into Govern’s user database. This administrative process is unidirectional in that users are copied from Windows™ Active Directory to Govern’s user table (Table: USR_USERFILE); in addition their group designations within Active Directory will be carried over and used to determine which one of the four Govern access groups they will be assigned to. Once imported into Govern, you can then manage which forms and functions users will have access to through Govern’s Administration program. The import Active Directories process can be run periodically for synchronization purposes, e.g. in instances when there have been changes in roles or personnel within the organization.
Managing Import of Multi-role Active Directory users
In the Govern New Administration (GNA), there is a method of processing imported accounts in place to manage Active Directory users with multiple access roles.
In instances where a user being imported is in multiple roles in Active Directory; this could be a user that is in an Administrator group, as well as a Regular group. After this user is imported into Govern, in the Govern USR_USERFILE table, this user will appear once as an Administrator. This the role that they are a member of with the highest permission level.
The Permission hierarchy in Govern, highest to lowest is as follows:
- Super User
- Administrator
- Regular
- Read Only
To display the Active Directory and MS Govern Integration Tools:
- In GNA click to select the Utilities tab on the ribbon, Click Active Directory Integration Tool.
Parameters & Command Buttons
Command Buttons
Process: Click Process to begin importing Active Directory users into Govern.
View Log File: Click View Log File to display the contents of the log file.
Exit: Click Exit to close this window.
Parameters
Active Directory Path: This is the Active Directory path.
Log File Path: This is the path to the Active Directory Integration Tool log file.
Import Active Directory Users into MS Govern Database: Select this option to import Active Directory users into Govern’s database.
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