Tracking Applicant Projects
- Jorge Raya-Navarro
Internal Users will access goPost™️ to view, process, and return applicants' project applications over time as well as communicate with applicants as needed.
Viewing Project Applications
There are two ways to view project applications in goPost - each tailored toward a slightly different need - so users are encouraged to take advantage of the benefits of each:
Dashboard (for quick view of recent activity)
Projects (for more thorough searching or review of older activity)
Dashboard View
The Dashboard page view gives Internal Users a quick overview of recent activity that may require their attention.
While applicants have a similar Dashboard view (which only shows their project applications), the Internal User has an expanded Dashboard view that shows applications created by every applicant in the portlet.
Instructions
Staff can quickly review basic submittal information within the “INSTRUCTIONS” form at the top of the page or click on DOCUMENT SUBMITTAL RECOMMENDATIONS beneath it to view the much more detailed submittal instructions in a pop-up view.
If “Portal Hours and Submittal Limits” are configured by your agency, a “Submission Hours” table with hours of operation, holidays, and other information will also display on the far right of the INSTRUCTIONS form.
Beneath the instructions the remainder of the page is split into two tables: “PENDING PROJECTS” and “RECENT PROJECTS.”
Pending Projects
The PENDING PROJECTS table exclusively lists project applications that have been recently submitted by applicants and requiring processing.
These applications require staff to open the records and perform an intake completeness check (include hyperlink) to determine if they are ready to be accepted for plan review or if the application is somehow deficient.
If the project application is either incomplete or incorrect, Internal User must communicate this back to the applicant to ensure the application is properly completed.
These project applications all have a status of either “Pending” or “Pending Link” because applicants believe they are ready to be viewed and processed by agency staff.
Navigating Pending Projects
Scroll down the table to view a list of pending application records, listed from newest to oldest.
To open a project application record click on project Number, Name, or on the vertical 3-dot button to the right of the record. The 3-dot button will open a menu that provides multiple options:
Intake - Open the application with an ‘Intake’ notification ready for you to send to the applicant
Edit - Open the application without the intake notification
Delete - Delete the project application from the system
Project applications records that have been deleted will no longer be accessible in goPost.
The bottom of the Pending Projects table includes two types of controls:
A dropdown named “Items per page” to decide how many records to display in the table at a time
Navigation arrows to view additional records within this table
Recent Projects
The RECENT PROJECTS table lists project applications that have been updated in any way within the last ninety (90) days. These project applications may have had recently updated application details, recent status changes, or had recent communications added by either the applicant or agency staff. (In some cases, these project applications are also listed in the PENDING PROJECTS table as well.)
Staff can open these project application records to view them as needed any time, though since they may be at different stages of processing, a completeness check may not be required.
Navigating Recent Projects
Scroll down the table to view a list of project application records updated within the last 90 days, listed from most recent to oldest.
To open a project application record click on project Number, Name, or on the vertical 3-dot button to the right of the record and then click Edit.
The bottom of the Pending Projects table includes two types of controls:
A dropdown named “Items per page” to decide how many records to display in the table at a time
Navigation arrows to view additional records within this table
Projects View
The Projects page view gives Internal Users a thorough and extensive view of every project application within goPost.
While applicants have a similar Project view (which only shows them their project applications), the Internal User has an expanded Project view that shows project applications created by every applicant in the portlet.
Navigating the Projects Table
Users can either scroll through the table to view the list of existing applications (from newest to oldest record) or use the search options at the top of the page to look for a particular project application.
While project application records are listed in a single large table, the list is broken up into multiple pages as needed.
The bottom of the table includes three types of controls:
A dropdown named “Items per page” to decide how many records to display on each page.
Navigation arrows to continue to the next page of records or return back to the previous page.
An Add button to create a new project application, if desired.
Configuring the Projects Table
The Project Table displays recommended project information columns - as well as one dedicated navigation column - by default.
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Additional columns are available to display, though as a best practice, goPost limits the number of project information columns which can be displayed in the table at one time to nine (9) so that information remains readable under most scenarios. The “Project Number” and “Project Name” columns are required to display, but beyond that, agency staff can choose which seven other columns to display from the available options.
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To remove a column so that it no longer displays:
Click on Column Filter at the top right of the page. A form will pop-up asking you to set which columns to display.
Uncheck the box next to the value on the list.
Click Save.
To add a column so that it displays:
Click on Column Filter at the top right of the page. A form will pop-up asking you to set which columns to display.
Make sure you do not have the maximum number of columns already selected.
Check the box next to the value on the list.
Click Save.
To undo all changes and restore the list to the default choices, click on Reset at the bottom of the form.
Exporting A Project List
If necessary, staff can export the project list from goPost as a CSV spreadsheet by clicking the Export Project button at the top of the page.