Email Notification

Email Notification

Email notifications are an efficient way to alert users to assignments or completion of application review. They are also the way issued permits are delivered to the Applicant Team.

In addition, an Email is generated when certain types of permits are required to be recorded with the County in which work will be performed. They are also used to alert review team members that an application is awaiting team attention.

The email includes:

· A list of each application assigned to the recipient.

· A link to the Application Information page in EPS for each application and supplement listed in the email

Email notifications serve several purposes:

Email Type	Recipient	Purpose
Application Received	Agent Applicant, Co-applicants, and Engineering Firms (current Applicant Team)	When a Receiver “completes” their part of the review, an Email is sent to the agent and the current Applicant Team informing them that the review of their application has begun.
Application Received in your Jurisdiction	LGP Partner Contacts – conditional, based on profile options	When the “Application Received” Email is sent to the Applicant Team, a separate Email is sent to the notification contacts of all LGP Partners when the following are true: Counties and/or municipality in their jurisdiction are listed on the application Notification options (“Send Notification When”) in their profile include “Application Received” Application matches the other notification options selected by this LGP: Application Types – permit application or one of the selected supplement types And matches one of the current option: Driveway sub-types OR Miscellaneous use codes
Review Team Assignment	Reviewers and Approvers	At the end of each business day, an email is sent to all Reviewers and Approvers who have application(s) assigned to them but have not yet acted on them.
Interval/Daily Alert (24 hours notice)	Receivers	At the end of each business day, an email is sent to all Receivers in the district listed on the application or certificate request, informing them of: Applications that have been submitted but have not yet been “received” by a Receiver. County Receivers are notified about utility applications and District Receivers are notified about driveway and miscellaneous applications. Requests for Emergency Permit Certificates that have not yet been issued or denied
	Receivers, Reviewers, and Approvers	This Email serves as an alert that there are applications assigned to them and they have not taken action on that application for 24 hours (or for the selected time interval).
	Responders	At the end of each business day, an email is sent to all Responders in the district listed on the application, informing them of applications and supplements that are “Pending Response”, i.e. all Reviewers have completed their part of the review and the response can be built.
	Authorizers	At the end of each business day, an email is sent to all Authorizers in the district listed on the permit application, informing them of any applications and supplements that are “Pending Authorization”, i.e. have been sent to them by a Responder so they can be authorized (required for issuance).
Response Emails: All Response Emails have one of two prefixes: either “HOP Permit or Supplement Application” or “Bridge Occupancy License”. The remainder of the subject line is based on the application status: 1 Returned for Revision 2 Has been Denied 3 Not Required 4 Denied (appears on selection list when permit status is 'conditionally approved.')	Agent Applicant, Co-applicants, Engineering Firms (current Applicant Team) Receiver "on behalf of "	Generated when the Responder posts the response (Issued, Denied, Returned, etc.) for an application or supplement. The Email is sent to the Agent, current Applicant Team, and (if applicable) the Receiver who entered the application on behalf of a business partner. The Responder will receive a copy of the Email for forwarding as necessary. If the response is “Denied”, the Central Office HOP permit manager will also receive a copy. The footer of this Email informs the recipient that PennDOT’s response is available online. The Response Letter is attached as PDF. Users must be logged into ePermitting in order to open the Response Letter.
Response Posted in Your Jurisdiction Emails: Have the same subject lines as Response Emails plus the text “for Your Jurisdiction” as the last part of the prefix.	LGP Partner Contacts – conditional, based on profile options	When the “Response Posted” Email is sent to the applicant team, a separate Email is sent to the notification contacts of all LGP Partners where the following are true: Counties and/or municipality in their jurisdiction are listed on the application Notification options (“Send Notification When”) in their profile include “Application Received” Application matches the other notification options selected by this LGP: Application Types – permit application or one of the selected supplement types And matches one of the current options: Driveway sub-types OR Miscellaneous use codes The footer of this Email informs the recipient that PennDOT’s response is available online. Response Letter attached as PDF.
Permit Issued Emails: HOP Permit has been Issued HOP Supplement has been issued	Review Team	When a Responder issues a permit or supplement (Permit Issued or Supplement issued), each review team member assigned to the current cycle of that permit application or supplement receives a copy of the Response. Email that is sent to the applicant, co-applicants, and engineering firm. The permit or supplement that was issued is attached to this Email. If MUD –no plan, the second page of the permit is the MUD form 950A. The footer of this Email informs the recipient that PennDOT’s response is available online. The permit or supplement that was issued is attached to this Email. If MUD –no plan, the second page of the permit is the MUD form 950A. Response Letter attached as PDF.
License Issued Emails: BOL License has been Issued BOL Supplement has been issued	Review Team	When a Responder issues a license or supplement (License Issued or Supplement issued), each review team member assigned to the current cycle of that license application or supplement receives a copy of the Response Email that is sent to the applicant, co-applicants, and engineering firm. The footer of this Email informs the recipient that PennDOT’s response is available online. The license or supplement that was issued is attached to this Email. Response Letter attached as PDF.
Permit Issued For Your Jurisdiction Emails: HOP Permit has been Issued for your Jurisdiction HOP Supplement has been issued for your jurisdiction	LGP Partner Contacts – conditional, based on profile options	When a “Permit Issued” or “Supplement Issued” Email is sent to the applicant team, a separate Email is sent to the notification contacts of all LGP Partners; see Response Posted in Your Jurisdiction Emails for details. The permit or supplement that was issued and response letter are not attached to this Email; they can be viewed online.
Recording Notice	Agent Applicant, Co-applicants, Engineering Firms (current Applicant Team) Receiver “on behalf of”	When the permit or supplement must be recorded at the County, the permit or supplement is “Conditionally Approved”. The Authorizer sends this Email with an attached Recording Notice form (M-945 RC) to the Agent, current Applicant Team, and (if applicable) the Receiver who entered the application on behalf of a business partner. The Applicant (or their Agent) fills out the form and returns it to PennDOT with a check for the filing fee. A copy of the Draft permit or supplement is optionally attached.
Stale Application Email	Agent Applicant, Co-applicants, Engineering Firms (current Applicant Team) Receiver “on behalf of”	Generated when an application or supplement is: · Draft status, i.e. not yet submitted to PennDOT · Returned for Revision status and the next cycle was not started, i.e. the applicant has not performed Update for Re-submission. Emails are generated for specific time periods, currently configured for 30, 90, 150, and 180 days. The 180 day notice informs the recipient that the application or supplement has been withdrawn due to inactivity.
Stale Application Email	Responder – conditional	The responder normally gets a copy when the application is going to be withdrawn by PennDOT.
Expiring Permits (45 day notice)	Agent Applicant, Co-applicants, Engineering Firms (current Applicant Team) Receiver “on behalf of” Receivers in the district listed on the permit	Generated when: · permit is due to expire within 38 to 45 days · there is no in-process Time Extension · Close-Out Date has not been entered Note: Applicant Team will not receive this Email if the Physical Work Completion Date was entered. District Receivers will receive this Email for Driveway and Miscellaneous permits when the permit application was created by PennDOT, i.e. Receiver “on behalf of”. County Receivers will receive this Email for Utility permits when the permit application was created by PennDOT, i.e. Receiver “on behalf of”.
Expired Permits (7 day notice)	Agent Applicant, Co-applicants, Engineering Firms (current Applicant Team) Receiver “on behalf of" Receivers in the district listed on the permit	Generated when: · permit is has expired in last 7 days · there is no in-process Time Extension · Close-Out Date has not been entered District Receivers will receive this Email for Driveway and Miscellaneous permits when the permit application was created by PennDOT, i.e. Receiver “on behalf of”. County Receivers will receive this Email for Utility permits when the permit application was created by PennDOT, i.e. Receiver “on behalf of”.
SAP Payment Processing Failed	SAP contacts	Generated when the SAP payment processing fails.
Emergency Permit Certificate Request Received	Provider	Generated on-demand when request for certificate is received by PennDOT; by a County Receiver in the district on the request. Providers will receive this Email; sent to Email address in contact section of certificate.
Emergency Permit Certificate Issued	Provider	Generated on-demand when certificate is issued by PennDOT. Providers will receive this Email; sent to Email address in contact section of certificate. The newly issued certificate (in PDF format) is attached to this notice.
Emergency Permit Certificate Request Denied	Provider	Generated on-demand when request for certificate is denied by PennDOT; normally done by a County receiver in the district on the request. Providers will receive this Email; sent to Email address in contact section of certificate. Reasons for denial are available online.
Emergency Permit Certificate Renewed	Provider District Permit Manager	Generated on-demand when certificate is renewed by either the provider or PennDOT. Providers will receive this Email; sent to Email address in contact section of certificate. The renewed certificate (in PDF format) is attached to this notice. The District Permit Manager for the district listed on the certificate will get a copy of this Email if the provider renewed the certificate.
Emergency Permit Certificate Revoked	Provider	Generated on-demand when certificate is revoked by PennDOT. Providers will receive this Email; sent to Email address in contact section of certificate. Reasons for revocation are available online. Provider told they can reapply. The revoked certificate is not attached to this notice.
Emergency Permit Certificate Reinstated	Provider	Generated on-demand when certificate is reinstated by PennDOT. Certificate must be revoked or expired to be reinstated. Providers will receive this Email; sent to Email address in contact section of certificate. The reissued certificate (in PDF format) is attached to this notice.
Emergency Permit Application Created	Applicant (Provider)	Generated on-demand when a draft “Emergency – Utility” permit application is created. Notice is sent to the applicant (provider) thanking them for notifying PennDOT about the work they performed on an emergency basis.
Emergency Permit Application Created	Applicant (Provider)	Generated on-demand when a draft “Emergency – Utility” permit application is created by a receiver OBO the provider. Notice is sent to the applicant (provider) that the emergency application was created.
Emergency Permit Application Created in Your District	County Receivers EPC Contacts	Generated on-demand when a draft “Emergency – Utility” permit application is created. Notice is sent to all County Receivers in the district listed on the permit application. Separate notice is sent to all EPC Contacts in the district listed on the permit application.
Emergency Permit Application Not Yet Submitted	Applicant (Provider)	Generated daily when a Draft Emergency Permit Application has not been submitted. Notice is sent to the applicant (provider) 7, 13, 14, and 15 days after the draft application was created.
Emergency Permit Application Overdue	Applicant (Provider)	Generated on-demand when a Draft Emergency Permit Application has not been submitted. Notice is sent to the applicant (provider) every day, starting 16 days after the draft application was created, until the application is submitted or withdrawn.
Invoice Batch Failed	IT Support	Generated on-demand when the monthly invoice batch process fails. Notice sent to IT support; shared resource Email account address.
SAP Payments Processing Failed	SAP Payment Contacts	Generated on-demand when the monthly payments batch process fails. Notice sent to SAP Payments Contacts; shared resource Email account address.
New Billing Accounts	Finance Resource Account	Generated during the weekly invoice batch process; spreadsheet listing new CIMS billing accounts attached. Notice also sent if no new billing accounts were activated.
Inspector Assigned	Current applicant team	Generated on-demand when the first inspector is assigned to the application; only sent if continuous inspection is required.
Inspector Assigned	Inspector	Generated on-demand when an inspector is assigned to the application; indicates if continuous inspection is required.
Work About to Start	All inspectors assigned to the permit All county reviewers in the county listed on the permit All responders in the district listed on the permit Copy sent to current Applicant team	Generated on-demand when the applicant indicates they are about to start the work described in their permit; indicates if continuous inspection is required. Initiated by the “Start Work” option on the Notify PennDOT action menu. In addition, county reviewers beyond those assigned can be notified and receive notifications from multiple counties.
Closeout Requested	All inspectors assigned to the permit	Generated on-demand when the applicant indicates they have completed all the work described in their permit. Initiated by the “Work Complete” option on the Notify PennDOT action menu.
Permit Closed	Current applicant team RMS Coordinators	Generated on-demand when the permit is closed. Type of closeout included in Email text. County reviewers beyond those assigned may also be notified and may receive notifications from multiple counties. Additional Email sent to resource account for RMS Coordinators if pavement was altered.
Bridge Occupancy License Work Completed	Applicant Team Team Responder Team District Reviewer Team County Reviewer Team Approver Team Authorizer	Confirmation that the applicant team has notified PennDOT the pending construction has been completed; PennDOT will confirm this and activate their license; and they will receive an annual invoice for their BOL license starting next October.
Bridge Occupancy License Cancelled	Agent Applicant, Co-applicants, Engineering Firms (current Applicant Team) Receiver “on behalf of”	Notice to applicant team that their BOL license has been cancelled by PennDOT. The cancelled license is attached. All issued supplements are automatically cancelled and all in-process supplements are automatically withdrawn. They will not be billed for any annual rentals.
Bridge Occupancy License Revoked	Applicant, Co-applicants, Engineering Firms (current Applicant Team)	Notice to applicant team that their BOL license has been revoked by PennDOT. The Revoked license is attached. All issued supplements are automatically Revoked and all in-process supplements are automatically withdrawn. They will not be billed for any annual rentals.