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Highway Authority Administration

Internal Messaging

Messages can be passed between Applicant and Highway Authority that are related to each licence. This can be used to create an audit trail of correspondance between the applicant and HA.

Licence message system

Administrator Access

Tips

Administrators should contact Formsite once they have created a login account in order for the account to be added to the local authority group

Administrators will be able to access the administration pages via the General Search page.

General Search

General Search image

Search for licence applications

General Search uses Algolia Search for free text, fast, relevant search.

Enter any words to include in your search without needing to formulate a search pattern.
For instance, enter a street name to search by street, enter a licence type to search for a specific type of licence and so on.
Use as many search parameters as needed to refine and narrow the search.

Tips

Click on a row in the grid to see the detail page

The data table will display a list of licence applications that match the selection criteria. To sort the list by status click on the STATUS header and toggle the sort order. To update a licence status click on the row where the licence is displayed.

Licence locations with mapping visuals

To see a map of licences with the matching licence type and postcode click the Locations tab. A Google Map is displayed with the markers showing flags for each licence with green flags for approved licences and a red and yellow flag for those still being processed for approval. See the image below.

Tips

Note that the map has controls to display in full screen, to zoom in and out, drag the map to display a different location and to display a street view. To see details of an individual licence right click on the flag and a pop up window will display.

General Search image

Licence Location

Authority Dashboard

The Authority Dashboard has a selection bar at the top of the map.

To display locations of a licence type click the button and the map markers will load onto the map.

Compare the map above and below to see markers shown for Banners in this example.

Authority Dashboard with markers

Open Licence Applications

Open Licences is a useful page for seeing licence applications by licence type that have not yet been approved. Select a licence type from the drop down list and click the Search button to populate the grid. Select a row by clicking on it to open the details. See image below of the Open Applications page.

openappsload image

Select from the drop down list of licence types as shown below.

openappsseelectlist image

Click the Search button to populate the list of open applications as shown below.

open applications image

Click on a row in the grid to open to the details from where updates can be entered and previous actions listed. See section below for more details.

Licence Detail

Click a row in the Open Applications grid will open to the Licence Detail. The top half of the page displays the licence application details.

licence details image

Licence Status shows a list of previous actions on this application
Update Application is a form to add a new action including approval
Licence Location displays a Google Map with the licence location centred in the map with a standard red marker.

Licence Location

Update Licence Application

Processing a licence application involves making progressive updates to two related components as part of a defined workflow:

licence stages
tasks to be completed for a stage
multiple tasks may be assigned to a stage

To record any update to the application select the status that the application is to move to.

Tips

Even if the application status is not to change e.g. more information is required, enter the status from the drop down list as this information together with the date will be viewable by the applicant to indicate that the application is being actively processed.

Licence status update image

Licence status can be:

RECEIPT_OF_APPLICATION
PREWORKS_INSPECTION
REFUSED_INCOMPLETE_DOCUMENTS
REFUSED_DATES
VARIATION
WORKS_COMPLETE
REVOKED
APPROVED_PENDING_PAYMENT
GRANTED
RENEWAL
COMPLETION_APPROVED
COMPLETION_REJECTED_PAINT_SPILLS
COMPLETION_REJECTED_DAMAGE
REMEDIAL_WORKS_COMPLETE
FINAL_COMPLETION_APPROVED
EXPIRED
REFUND_REQUEST
CANCELLED
RESUBMISSION
PENDING

The following Licence status settings are controlled by the applicant:

VARIATION
WORKS_COMPLETE
RENEWAL
REFUND_REQUEST
CANCELLED
RESUBMISSION
PENDING

Updating a licence stage will trigger the following actions automatically:

licence status is updated
a new status record is created in the Licence Status records
a new set of tasks associated with the new status will be created in the Licence Tasks records
a new message will be recorded aand sent to the application via the Messages sus system
an email will be sent to the applicants email address notifyinng them of the status update
if the licence status is GRANTED a pdf licence will be generated and stored permanently in cloud storage
a link to download the licence will be emailed to the applicant

Licences that have passed their expiry will automatically be updated to the status of EXPIRED. They will no longer be viewable in General Search. Use the Expired Licence Search to retrieve the record.

Enter the type of Organisation - Promoter, Contractor or Highway Authority
Click the Search button to show a list of applicants that match your search critieria - see the image below.
Click on the row that has the result details shown to view full details

Organisation Search image

Organisation Detail image