This article provides information about the Settings/Configuration/Lists page.

Lists are used for a variety of reasons including managing project and assignment workflows, comment dispositions and project types. New deployments of eplansoft REVIEW include sample list records that can be modified as needed.

Read this article carefully before modifying the seed records provided in your deployment. Failure to follow best practices here will negatively impact the user experience.

Prerequisites:

None

A List record requires:

A Label
An Abbreviation (4 char. max.)
A List Type

A List Type requires:

A Purpose
A Display Name

In this article:

Overview

Introducing List Types and Purposes

List records are used in drop down controls throughout the application. Each list record is associated to a List Type and List Types are associated to one of three Purposes.

General Purpose
For Permitting Purpose
For Design Review Purpose

Some List Types are 'parents' of other List Types, as shown in the image below. The Country List Type is a parent for the State List Type records. This allows state records to be filtered by Country.

General Purpose List Types

Below are the list types that fall under the General purpose. These list types are commonly shared for permitting and design review projects.

List Type	Summary Usage
Construction Type	For Projects (optional). The classification and fire rating for the project's buildings or structures.
Contact Role	For Projects (optional). A reference person's association to a project.
Country	For Projects, users and contacts (optional). Used for address records.
Occupancy	For Projects, Building occupancy classifications refer to categorizing structures based on their usage and are primarily used for building and fire code enforcement.
Source	For Standard Comments (optional). Typically, the year and name of code base from which content is sourced for Standard Comments (IBC 2012); see Standard Comment Library.
State	Optional. Used for address records. States are filtered by Country.
Street Direction	Optional. Used for address records.
Street Type	Optional. Used for address records.

About Internal Parent List Types

List Types that manage workflows rely on internal Parent List Types that are read-only.

See Project Status, Assignment Status and Comment Dispostion, below.

Permitting and Design Review List Types

Every plan review Project is associated to either the For Permitting or For Design Review purpose.

For Permitting: The purpose of the plan review project results in a permit being issued.
For Design Review: The purpose of the plan review project is for peer review, QA/QC review, value engineering, constructability review, etc.

Whether you choose to create projects for one or both purposes, functionality and workflow processes are the same.

Because ‘terminology’ often varies based on the purpose of the projects, we provide the ability to configure list records by Purpose, and rename List Types Display Name.

List Type	Summary Usage
Application Type	???
Assignment Status (Workflow related)	Required. Denotes the current standing of assignment records. There must be exactly one active and 'default' record mapped to each Parent List Item internal mapping for controlling workflow. Additional, non-default statuses may also be created.
Category	Optional. If used, sort order is important. A comment affiliation; used as the primary heading and to sort comments within Correction Reports. Ex: comments in the General Requirements category (Sort Order = 1) typically sort first on Correction Reports.
Comment Disposition	Required. Denotes the current standing or evaluation of the project comment record. There must be exactly one active and 'default' Disposition list record mapped to each Parent List Item internal mapping for controlling workflow. Additional, non-default dispositions may be created.
Document Cycle	Required. Sort Order must be incremental. Denotes the current review cycle for the document. During intake, new document versions will automatically increased the document cycle by one, to the next available value based on Sort Order. We recommend creating document cycle records for the highest cycle you anticipate needing. For example, in some permitting agencies, a maximum of 4 cycles (submittals) is allowed per document.
Groups	Required. Denotes user affiliation; often a discipline, division, department, or equivalent. Users who conduct plan review must belong to at least one group. Each plan review assignments must be assoiciated to a Group. Select Configuration/Settings/Group to open the Group lists. Plan review markups use the Group's color. Select a color for each Group list record.
Impact	Optional. Denotes relative importance of a project comment.
Priority	Optional. Denotes relative urgency of a project.
Project Cycle	Required. Sort Order must be incremental. Denotes the Projects cycle/phase.
Project Status (Workflow related)	Required. Denotes the current standing or evaluation of the project record. There must be exactly one active and 'default' record mapped to each Parent List Item internal mapping for controlling workflow. Additional, non-default statuses may also be created.
Project Type	Required. A project classification, usually based on the type of work expected. Automated (assignment) Distribution workflows are configured for Project Types.
Report Type	????
Review Type	Required. Denotes a specific discipline affiliation for assignments when multiple assignments must exist within a single Group for the same document. Additionally, Distributions rely on the 'abbreviation' to distribute plans during intake. Ex: a file named ‘ELEC_WiringDiagrams.pdf’ can trigger assignments to designated groups or users if the 'Electrical' Review Type abbreviation = 'ELEC'.
Service Area	Optional. Regional/geographical area of a project site/address.
Subcategory	Optional. If used, sort order is important. A comment sub-affiliation; used as a secondary heading and to sort comments within Correction Reports. Ex: comments in the General Requirements category may have a sub-heading for 'Building Envelope Requirements', followed by other subcategory headings.

Best Practices

Changing the List Type Display Name to fit your own terminology is recommended.

About List Records

As stated, List records are associated to a List Type and at minimum, a List record must contain a Label and Abbreviation.

Additional functionality for List records includes:

Creating new list records and inactivating existing list records.
Associating a ‘workflow’ related list record to a parent item record, as in the case of Project Status and Assignment status lists which are ‘mapped’ to an internal workflows.
Providing a 4 character Abbreviation for list records and choosing a color code, if appropriate. We recommend that Project Status, Assignment Status, Groups and Comment Disposition lists are assigned a Color code.
Choosing a ‘default’ list record to be used in situations such as a new comment record being given an ‘Open’ comment disposition or a document being uploaded as the ‘1st Submittal’.
Controlling the sort order for lists that require incremental steps, as in document versioning.
Associating a list record to a dependent parent item list, as in the case where States/Provinces are associated to a Country.

See the example below for the ‘Document Cycle’ list types that are used to manage document versions.

In design review projects, ‘cycles’ may be renamed as Phases. Note that the Sort Order value of the list record determines how to increment the next submittal.

And, for permitting projects, as Submittals.

When a new project is created, either the For Permitting or For Design Review ‘Purpose’ is chosen. This determines which set of lists will be used for the project going forward. Changing the purpose is not allowed once the new project record is saved.

Adding List Records

From the Configuration/Lists page, choose the appropriate Purpose and List Type.
Select the + button to open the List record detail form.
Enter a descriptive Label.
Enter a four (4) character Abbreviation. (Alpha and numeric characters only.)

Order Value:

For Document Cycle, Category, Project Cycle, and Subcategory lists, enter the appropriate sort Order value. For example, if the highest Document Cycle order value is 5, enter 6.
For the Document Cycle lists, do not create records with duplicate Order values. During intake, new versions of documents have their Cycle automatically increased by one, to the next available value based on the sort Order.
For other List Types, the order value is used as an optional means to sort the lists records in dropdown controls, reports, etc. Lists are sorted primarily by the Order value, then alphabetically by Abbreviation.

Item Color:

For Assignment Status lists, choose an Item Color. Colors are utilized for Assignment Status and Group list records only. The Group color is used for drawing markup/sketch colors in the Review Page.

Parent List Item (Workflow Lists):

For Assignment Status, Comment Disposition, Project Status lists only, choose the appropriate Parent List Item. This is used for managing workflows internally (required).

Setting 'Is Default'

Each internal Parent List Item must map to a single external workflow List record whose List Item is ‘Default’ is on.
Add other List items mapped to an internal Parent workflow list as desired -and ensure their ‘is Default’ toggle is off.

Click the Save button (required).

Assignment Status Example

The image below shows the default settings for the Assignment Status list records in the For Permitting purpose.

Recap of the business rules for Workflow Lists (Project Status, Assignment Status and Comment Dispositions)

Choose the appropriate Parent List Item to manage workflow.
1. Each internal Parent list record requires one list record that is Active and is Default.
Provide a descriptive Label and Abbreviation.
Choose a color to be used through the application.
Add alternate List records as desired, and ensure their 'Default' toggle is off.

Example of a new 'Approved' assignment status for Permitting.

New assignments will be created with the default, active 'Not Started' status. The assignment status will automatically change to the default, 'Active' status when users begin their plan review.

Inactivating or Deleting List Items

Toggle off the List Item is Active option to prevent it from being used in the future.
List records that are inactivated will not appear in the dropdown controls.
When a list record is inactivated, any project, document, assignment records that rely on the list record will show the list abbreviation and or list Label as a read-only value.
- In this situation, we recommend choosing another active list record.
Inactivated records can be restored at anytime by toggling the 'Is Active' setting to On.

Deleting a list record also removes it from the dropdown controls, however should it be necessary, deleted records cannot be restored without assistance from e-PlanSoft.