Comment Corrections Report Templates
- Stacy Reno (Unlicensed)
- Jorge Raya-Navarro
Comments can be aggregated into a Comment Corrections Report Letter (“Corrections Report” hereafter) to be returned to applicants once plan reviews have been completed for the current submittal. These corrections reports can be generated automatically for integrated partners or they can be created manually by staff as needed to inform the applicant of any remaining deficiencies with their plans or application as a whole.
- 1 Corrections Reports
- 2 Creating a New Template
- 2.1 Template Name
- 2.2 Template Style Options
- 2.3 Filename Formatting
- 2.3.1 Sample Filename
- 2.3.2 Filename Options
- 2.3.3 Selected Filename Options
- 2.4 Title
- 2.5 Logo
- 2.6 Instructions
- 2.7 Project Fields
- 2.8 Comment Options
- 2.9 Summary Options for Reviewer Information
- 2.10 Sort Options
- 2.10.1 Primary, Secondary, and Tertiary Sorting
- 2.10.2 Sort Toggles
- 2.11 Address Options
- 3 Updating a Report Template
Corrections Reports
Administrators can manage corrections report templates by going to Settings > Configuration > Reports to find the list of existing corrections reports. The Reports page is split into two parts: the list of exiting reports on the left and an area to preview a selected report on the right.
Corrections Report Templates List
The “Corrections Report Templates” section lists every report that has been created for your agency, regardless of whether or not it is in use. Reports are listed alphabetically by their template name and can be clicked on to preview and/or edit. As the list grows, a scrollbar may appear to the right to allow scrolling down to view the full lists.
To create a new corrections report template, click on Create New Template at the top of the list.
Template Preview
The template preview section appears blank by default but will display a preview (using sample data) of any report selected from the list.
Preview: No Report Selected | Preview: Report Selected |
|---|---|
 Template Preview Pane with no selection |  Template Preview Pane with selected report displayed |
To edit the selected report template, click on the Edit Template button at the top right of the preview pane.
Clicking on (down arrow) to the right of Edit Template will bring up the option to Delete Template. Only click on this option if you never intend to use the report template again as deleted templates cannot be recovered.
Creating a New Template
To create a new report template, click on Create New Template and fill out each of the following sections as desired.
Template Name
At the top of the template is the template name field, which says “Untitled Report” by default for a new template (this is not an actual name, however). Fill in the desired name for the template exactly as you want it to appear in the “Corrections Report Templates” list.
Template Style Options
Administrators can choose between two style options for the corrections report: Single Column or Two Columns.
Single Column Style | Two Columns Style |
|---|---|
The Single Column style (recommended for most users) allows comment text to stretch across the entire width of the report page, with comment location and related information displayed above each comment. This style emphasizes efficient use of space and reduces the overall report page count. | The Two Columns style allows comment location and related information to display in a separate column to the left of the comment text, which displays in a second column on the right. This style emphasizes readability of comment location, but may result in additional unused space or an overall increased page count for the comment report. |
 |  |
 Single Column report style sample comments |  Two Columns report style sample comments |
Filename Formatting
Unlike the template name, the Filename (or “File Name”) refers to the name the corrections report PDF file will use when created by EPR. As part of the template, the Administrator can configure what is included in that filename by selecting up to five (5) of the seven total options, as explained below.
Sample Filename
This section shows what a sample filename would look like based on the currently selected filename options.
Filename Options
This section lists all available options. You can select up to five (5) to include in a report template filename.
Option | Description |
|---|---|
Project Number | Click on this option to include the project number in the corrections report filename. |
Project Name | Click on this option to include the project name in the corrections report filename. |
Project Id | Click on this option to include the project id in the corrections report filename. |
Review Type | Click on this option to include the review type in the corrections report filename. |
Comment Group Label | Click on this option to include the comment group label in the corrections report filename. |
Date & Time | Click on this option to include the date and time in the corrections report filename. The format used for this is DD-MM-YYYY and HH_MM AM/PM. |
Template Title | Click on this option to include the template title in the corrections report filename. |
Selected Filename Options
This section shows which filename options are currently selected and configured to appear in the template filename.
To remove an option so that is no longer used in a template filename, click on the x symbol to its right side. It will return to the Filename Options section.
Title
Whatever name is set in the “Title” field will be displayed near the top of the first page of the corrections report when opened.
Logo
Upload an image to display as part of a comment report by using the “Logo” section. Either drag and drop an image into this section or click on choose file to browse for an image. The selected image will display on the upper left of the comment report template, next to the title.
The image used for the report logo should have a minimum resolution of 600 by 600 pixels. For best results, upload a square high-resolution PNG image with a transparent background.
Instructions
The “Instructions” section consists of a large text box with some formatting options. Use this field to provide your standard instructions to the applicant to ensure they understand the corrections report content and know what next steps to perform, if any. Instructions will display after project details but before the first comment.
Project Fields
Decide which project information appears in the report by selecting values from the Project Fields section. Review the table below for descriptions of each option and note that at a minimum, the Project Number and Address values must be selected.
Option |
Description |
|---|---|
Project Number | Required. Click on this checkbox to display project number at the beginning of the report. |
Address | Required. Click on this checkbox to display project address at the beginning of the report. |
Project Name | Click on this checkbox to display project name at the beginning of the report. |
Project Contact | Click on this checkbox to display project contact(s) at the beginning of the report. |
Project Type | Click on this checkbox to display project type at the beginning of the report. |
Start/Due Date | Click on this checkbox to display project start and due date at the beginning of the report. |
Submittal | Click on this checkbox to display project submittal at the beginning of the report. |
Occupancy | Click on this checkbox to display project address at the beginning of the report. |
Construction Type | Click on this checkbox to display project construction type at the beginning of the report. |
Square Footage | Click on this checkbox to display project square footage at the beginning of the report. |
Building Height | Click on this checkbox to display project building height at the beginning of the report. |
Application Type | Click on this checkbox to display project application type at the beginning of the report. |
Service Area | Click on this checkbox to display project service area at the beginning of the report. |
Site Info | Click on this checkbox to display project site info at the beginning of the report. |
Reference Number | Click on this checkbox to display project reference number at the beginning of the report. |
Scope of Work | Click on this checkbox to display project scope of work at the beginning of the report. |
Notes | Click on this checkbox to display project notes at the beginning of the report. |
Valuation | Click on this checkbox to display project valuation at the beginning of the report. |
Comment Options
To display additional information as part of the comment list, click on the Comment Options section and select any of the desired options.
Option |
Description |
|---|---|
Reviewer Name | Click on this checkbox to display reviewer name as part of the comment list. |
Document Name | Click on this checkbox to display document name as part of the comment list. |
Comment Number | Click on this checkbox to display comment number as part of the comment list. |
Page Number | Click on this checkbox to display page number as part of the comment list. |
Sheet Number | Click on this checkbox to display sheet number as part of the comment list. |
Category | Click on this checkbox to display category value as part of the comment list. |
Impact | Click on this checkbox to display impact value as part of the comment list. |
Comment Disposition | Click on this checkbox to display comment disposition as part of the comment list. |
Attachment Hyperlinks | Click on this checkbox to display attachment hyperlinks as part of the comment list. |
Substitute Comment Images with Placeholders | Click on this checkbox to substitute comment images with placeholders as part of the comment list. |
Include Comment Responses | Click on this checkbox to include comment responses as part of the comment list. |
Summary Options for Reviewer Information
To display reviewer information at the end of the report, click on the Reviewers checkbox to list reviewers who have contributed comments to the report. Select more options to provide additional reviewer information if desired.
Option |
Description |
|---|---|
Reviewers | Click on this checkbox to display reviewer name (first and last name) at the end of the report. |
Reviewer Group(s) | Click on this checkbox to display reviewer group information at the end of the report. |
Reviewer Email | Click on this checkbox to display reviewer email addresses at the end of the report. |
Reviewer Phone Number | Click on this checkbox to display reviewer phone number at the end of the report. |
Sort Options
To determine how comments are sorted within the report, select which three of the available options EPR should consider. Comment sorting within each option is alphabetical unless otherwise noted.
Option |
Description |
|---|---|
Group | Click on this checkbox to sort comments based on the comment’s group value. |
Review Type | Click on this checkbox to sort comments based on the comment’s review type value, if any. |
Reviewer | Click on this checkbox to sort comments based on the comment’s reviewer. |
Category | Click on this checkbox to sort comments based on the comment’s category value, if any. |
Subcategory | Click on this checkbox to sort comments based on the comment’s subcategory value, if any. |
Comment Number | Click on this checkbox to sort comments sequentially based on the comment’s number. |
Filename | Click on this checkbox to sort comments based on the name of the file on which the comments are placed. Filenames are sorted alphabetically. Any comments that were not placed directly on a file will be grouped at the end under a heading called “Project Comments.” |
Sheet Number | Click on this checkbox to sort comments based on the sheet number of the page on which the comments are placed. Example: comments on S1.1 will list after comments on S1.0 and before comments on S2.0, but only if the sheets are sorted this way. |
Page Number | Click on this checkbox to sort comments based on the page number of the page on which the comments are placed. Example: comments on the third page will list after comments from the second page but before comments from the fourth page. |
Impact | Click on this checkbox to sort comments based on the comments' impact value. (When ‘Impact’ is chosen as the primary sort, the Sort order value is followed. Otherwise, sorting occurs alphabetically.) |
Primary, Secondary, and Tertiary Sorting
The order in which each sort option is selected is important. The first choice will be set as the Primary Sort, meaning it is the main sorting method used for report comments. The second choice, or Secondary Sort, is used to sub-organize values within each primary grouping. The third choice, or Tertiary Sort, is then used to further sub-organize values within each secondary grouping.
When creating a new corrections report, the default sort options are set to Filename (Primary Sort), Sheet Number (Secondary Sort), and Reviewer (Tertiary Sort).
To better understand how sorting works, here are some scenarios demonstrating how these work together using the following sample information:
Two files: “Architectural Plans.pdf” and “Mechanical Plans.pdf” (each file has two sheets)
Three reviewers: John, Katya, and Ricardo
John created comments 00002 and 00003 on sheet A-1
Katya created comments 00004 and 00005 on sheet M-1
Ricardo created comment 00001 on sheet A-1
Ricardo created comment 00006 on sheet M-2
Comments 00001 - 00003 are on the Architectural plans
Comments 00004 - 00006 are on the Mechanical plans
Scenario 1 - Default (Reviewer as Tertiary Sort) | Scenario 2 - Reviewer as Secondary Sort | Scenario 3 - Reviewer as Primary Sort |
|---|---|---|
If all comments are included in a report using the default sort (Filename, Sheet Number, Reviewer), and sort toggles are on, then sorting looks like: | If Filename remains the primary sort but Reviewer and Sheet Number swap order, the sorting looks like: | If Reviewer becomes the primary sort and then is followed by Filename and Sheet Number, the sorting looks like: |
CORRECTIONS REPORT 1
| CORRECTIONS REPORT 2
| CORRECTIONS REPORT 3
|
All comments from the Architectural file are listed before any comments from the Mechanical file, then sub-sort based on the comment number. Since each comment can only have one reviewer, this value does not affect sorting. | If Reviewer is the Secondary Sort, comments from the same reviewer on the same document are all grouped together. Since reviewers are sorted alphabetically, Ricardo’s comment on the Architectural plans is now listed after John’s comments on the same file. | If Reviewer is the Primary Sort, comments from the same reviewer are all grouped together, then sub-sorted based on which file they are on. Since reviewers are sorted alphabetically, John is listed first, then Katya, then Ricardo. |
Sort Toggles
The Secondary and Tertiary Sort options include toggles to either display or hide these sub-headings in the report information.
The Tertiary Sort option will not be displayed if “Group” or “Filename” is selected (all others will display as tertiary sort).
These toggles only apply to the single column report template style.
Address Options
Unlike the other report template sections, the Address section consists of fillable fields which can populate using agency address information rather than being a set of checkboxes. Many of these fields will be pre-populated with the agency address information listed in the Settings > Environment > Address page. This is intended to help prepare report templates more quickly, though any field information be overwritten for a specific report template as needed.
Field |
Description |
|---|---|
Agency Name | Fill in the agency name as it should appear in the corrections report. |
Address | Fill in the primary street address as it should appear in the corrections report. |
Address 2 | Fill in the secondary street address as it should appear in the corrections report. |
City / Municipality | Fill in the city or municipality as it should appear in the corrections report. |
State / Province | Fill in the state or province as it should appear in the corrections report. |
ZIP / Postal Code | Fill in the ZIP or postal code as it should appear in the corrections report. |
Country | Fill in the country as it should appear in the corrections report. |
Phone | Fill in the agency phone number as it should appear in the corrections report. |
Any address field left blank will not appear in the corrections report.
Updating a Report Template
To edit an existing corrections report template rather than creating a new one:
Click on the template in the “Corrections Report Templates” list.
Next, click on the Edit Template button at the top right of the preview pane.
In the pop-up window, edit information as needed.
Click Save to confirm changes.
Any new corrections reports using the template will be created with the updated settings (existing reports are not affected).