As you progress through the workflow process, the software will capture your decision-making activities. When you modify an answer, response, or assessment, the software will take note of the changes and add them to the "History" feature once you update the Application Status.

The "History" feature offers an Applicant and Authority a record of events that led to the current decision regarding the item. This function is particularly valuable for applications that span an extended period or involve multiple team members. It eliminates the need for both parties to review PDF documents to comprehend what has been requested and altered.

Note that for paper-based applications the applicant responses and changes are not captured in the history feature. To learn more about the paper-based process read Development Application and Assessment Process (End-to-end vs Paper-based).

How does the Application History work?

Please note that the application history is not the same as the 'Changes and History' feature within the Planning Summary.

When does my change become historicized? (e.g. added to the History feature)

That changed item will become historicized when the application updates its application status (i.e. when the Applicant or Authority user selects ‘Publish’ at the Publish step updating the Application Status). An example of this is when the application moves from Further information to Evaluation or Information request to Evaluation. Below are some examples of when a change is historicized.

Authority example:

The application status is currently in a status of "Validating”, and it is assumed that the applicant has already received and responded to an action notice. The Authority user can see their information request (asked during the first round of Validating) in the discussion text box as editable text.

The Authority user is now reviewing the applicant's response and determines that one of the properly made check items now has sufficient evidence to be supported. The Authority user will update their assessment answer to “Support” and deletes their information request from the Council assessment text box.

The Authority then issues a Confirmation notice and the status of the application is changed to “Information request”.

In the current status “Information request” if the Authority user checks the updated item they will be able to see their latest assessment answer “Support” in the discussion text box and their original request in the History section (See figures 1 & 2).

Figure 1 - Requested information historicized

Figure 2 - Requested information historicized

Applicant example:

The application status is currently in a status of "Further Information", and it is assumed that an Information request notice has been issued by the Authority. The Application manager (Applicant) can see the information request and their original answer (input during Preparation status) in the Applicant discussion text box as editable text.

As the Application manager (Applicant) you are reviewing the requested information and determine that the original assessment answer needs to be updated.

The original response, which was selected during the "Preparation" status, was "Complies with AO". However, after reviewing the request from the council, you update the response to "Complies with PO" and provide further discussion text to support your decision.

As the Application manager (Applicant), you publish the “Information request-response” the status of the application is changed to “Evaluation”.

In the current status “Evalution” if the Application manager (Applicant) checks the updated item they will be able to see their latest assessment answer "Complies with PO" and their original answer in the History section (see figures 3).

Figure 3 - Applicant change historicized

Please note that when you delete your information request or your applicant response to a request, it won't be deleted for good. The software will determine that you have made a change to that assessment/response and it will add the original information to the history feature.

Why aren’t my requests for information being historicized when I update the status?

Information request items will be moved to the application history once you change the response from 'More information required' to another council assessment answer (e.g. Support), and you update the status of the application.

Because the software only captures the changes that have been published between statuses and your current assessment is brought forward to the next status, the software isn't picking up a change. Your requests for information will only be recorded in the system once you modify your assessment response in the subsequent status, at which point they will become part of the history feature.

Why are my selections and assessments being brought forward to the current application status?

Applicant

For the Application manager and Application team, the software will display their latest selection and discussion to update or amend as required when preparing their response to the Authority’s information request. This is intended to save time and rework from having to retype or copy their previous work.

When there is no change on a task/item, that assessment selection/discussion will be carried forward to your next status (e.g. going from Preparation to Further action or Further information).

Applicant examples:

  • If you write ‘Complies with AO’ + add discussion text to a PO/AO at Reporting step during Preparation status, when the application moves into the next applicant status (i.e. Further information status). The assessment answer ‘Complies with AO’ + discussion text will be carried forward to the current status i.e. Further information.

  • If you write a ‘Applicant response’ within the text box provided during Further action status, when the application moves into the next applicant status (i.e.Further information status). The ‘Applicant response’ text will be carried forward to the current status i.e. Further information.

Authority

For the Assessment manager and Assessment team, the software will display the current request to distinguish this from the previous request. Additionally, if the Applicant manager has provided a partial response, the Assessment Manager or collaborator can simply update the request to address the remaining items and issue further advice.

When there is no change on a task/item, that assessment selection/discussion will be carried forward to your next status (e.g. going from the first round of validating (Validating 1) to the second round of validating (Validating 2) or Information request to Evaluation).

Authority examples:

  • If you select ‘More information required’ + add discussion text during the Validating status, after the application goes through Further action status, the application will move back into Validating status. The assessment answer ‘More information required’ + discussion text will be carried forward to the current status i.e. Validating (2).

  • If you select 'Support' + add discussion text during the Information request status, when the application reaches Evaluation status. The assessment answer ‘Support’ + discussion text will be carried forward to the current status i.e. Evaluation.

  • If you select ‘More information required’ + add discussion text during the Information request status, after the application goes through Further information status, the application will move into Evaluation status. The assessment answer ‘More information required’ + discussion text will be carried forward to the current status i.e. Evaluation.

As an Authority user where the software has carried forward those assessment items/tasks that are identified as ‘More information required', to ensure a comprehensive assessment you should review them once the application comes back from an Applicant status (i.e. Further action, Further information, Further advice, On hold). If no further information requried from the applicant, you should change the assessment selection from ‘More information required’ to ‘Support’ or ‘Recommendation’ (if its a benchmark) and update the discussion text.

Note: These items will be marked as incomplete for you to review. Use the steps in the workflow bar and the task counters in the navigation pane to help you navigate to each task.