Sending a Recording Email to Applicant Team

Permit recording with the County Recorder of Deeds is required by a county to ensure that when the property changes ownership, the new owner is aware of all restrictions that transfer with the deed. For instance, recording is required when an entry or exit direction for a driveway is restricted to a certain direction; perhaps exiting cars can only turn right because the highway is divided.

When it is necessary to record a permit, the Responder normally begins the process by selecting an anticipated response of Conditionally Approved and Permit Recording Notice from the Response Type dropdown.

Who initiates the recording process is determined by whether or not the Responder has the Authorizer role. If he does not, then the Authorizer initiates recording.

Responder

1.      Select an application from the Pending Response work queue. The Application Information page displays.

2.      When the application is ready to approve, select Response Cover Letter from the Work Flow section on the Application Information screen. The Build Response screen displays.

3.      In the Anticipated Response Details section, select Conditionally Approved from the Anticipated Response Status dropdown.

4.      Select Permit Recording Notice from the Response Type dropdown.

5.      Select Include Draft Permit

6.      Edit the Cover Letter to ensure that cost of permit and District Permit Manager contact information are filled in and correct.

Responder with Authorizer role.

1.      Click Accept to Authorize, when finished editing the cover letter. The permit is generated and the Draft Permit screen displays.

Note: A link to the draft permit becomes available on the Application Information page in the Permit section.

2.      Click Send Recording Notice. The response Email is sent to the Applicant Team with recording document and draft permit attachments.

Note: If this Email needs to be resent, the Authorizer can do so from the Draft permit screen.

Note: The Application status changes to Conditionally Approved and the application appears in the Conditionally Approved section of the Responders work queue. The status there will be Awaiting Return of M945RC. The Application is view-only for everyone except the Responder to whom the Anticipated Response Status, Response Type, and Post Response button are available. The exception is that the Recording Document Received check box is available to the entire Review Team.

Responder without Authorizer role, proceed with the following steps.

If the Responder does not have an Authorizer role the following steps must be completed before assigning the application to an Authorizer:

1.      The Application Information screen displays.

2.      Select the Level of Effort link in the Work Flow section. The Review Summary screen displays.

3.      Enter your time in the Level of Effort field.

4.      Click Save and Exit. The Application Information screen displays.

5.      Select the Permit information link in the Permit section. The Permit Information screen displays.

6.      Select an Expiration Date from the field dropdown. Six Months, Twelve Months, and Other are the available options.

7.      Click Send to Authorizer. The application appears in the Pending Authorization work queue of all District Authorizers.

Note: A link to the draft permit becomes available on the Application Information page in the Permit section.

Authorizer

The Authorizer can review the application and permit and has two options: either send the application back to the Responder with notes for changes, or, send the Recording Notice to the Applicant Team.

1.      Select the application from the Pending Authorization section of the work queue. The Application Information screen displays.

2.      Click Accept for Authorization. The application is removed from the Pending Authorization Queue

3.      Select the Permit Information link and/or the Permit link from the Permit section and review.

If returning to the Responder:

4.      Enter notes for one or both screens. This option is available on the menu bar no matter which screen you are on.

5.      Click Save and Exit. The Application Information screen displays.

6.      Click the Send to Responder button. The application is removed from the Pending Authorization Queue and returned to the Responders Building Response section of their work queue and the Responder receives an Email notification.

If sending the recording notice to the Applicant Team:

4.      Click the Permit link in the Permit section on the Application Information screen. The Draft Permit screen displays.

5.      Click the Send Recording Notice button. An Email sends to the Applicant team with the Recording Document, draft Permit and Response Letter attached.