Overview

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This documentation outlines the administration of available conditions in your MAGNET system. All conditions are completely controlled by your municipality through the MAGNET Admin Panel.

You must have permission to access the MAGNET Admin Panel to be able to manage conditions. If you do not have access to the Admin Panel, please contact your department manager or the person responsible for requesting user permissions, to get access.

To manage conditions in the MAGNET Admin Panel, select the “Manage Conditions” option from the Admin Panel home page

After selecting this option, you will be taken to the Conditions Overview table. This table will list out all currently available conditions in the system as well as allow for the importing of new/updated conditions, updating of singular conditions, as well as the managing of condition groups and types.

Managing Conditions

Adding conditions is done through the Conditions import. Once conditions have been added to the system, they can either be updated by exporting the conditions, then importing the changes or by making changes to conditions, one by one from the main Conditions Overview table. Before importing conditions, the Groups and Types must be configured or the import will be rejected.

NOTE

Updating conditions in the admin panel does not affect conditions already added to a case. Once conditions are added to a case, they will not be affected by any changes made to the main condition. Nor will changes on the case condition affect the main condition.

Adding/Updating Groups and Types

To manage the available groups and types, choose “Manage Groups/Types” from the Conditions Overview table. Any currently available groups will be shown under the “Manage Groups” header and available types will be shown under the “Manage Types” header.

To add a new group or type, click on the green plus icon near the Manage Groups or Types header, enter the name of the new group or type, then select “Add”.

Disabling Groups/Types

Once a group or type is created, it can not be deleted or edited. If you want to make a a group or type unavailable, click on the black lock icon next to the group or types name. This will disable the group or type and make it unavailable on future imports.

Disabling a Group or Type does not affect any existing conditions. They will still be available and usable on any cases in the system. This will just prevent the import from accepting the disabled group or type as a valid item in future imports.

Enabling Groups/Types

If a disabled group or type is needed again, choose the Disabled Types or Disabled Groups tab on the Manage Groups/Types page to show all types or groups that have been disabled. Click on the grey lock icon to re-enable the item.

Importing Conditions

Before importing conditions, be sure that all the entered Groups and Types in the CSV file have been added to the system or you will receive errors for invalid groups/types.

The condition import serves two purposes. First, it is used to add any new conditions to the MAGNET system. Second, it is used to allow for updating any existing conditions in the system.

For either action, you will first need to download the MAGNET Conditions CSV file. This can be downloaded by clicking on the “Export Conditions” button on the Conditions Overview table screen. This will generate a file called “export_{datecode}” (Datecode is a numerical representation of the current date).

If there are already conditions in the MAGNET system, these will be included in the export, otherwise, a blank template with headers will be provided.

Adding Conditions

The table below provides details of the information that should be entered into each column of the spreadsheet. Each row in the file represents a separate condition that will be imported into the system.

The “condition_id” column should never be modified. Do not enter any numbers or data into this column or modify any numbers that are in the column.

Updating Conditions

Once conditions are already in the system, the same process for exporting the conditions should be used to update conditions. Any condition already in the system will be included in the exported file, where you can change any needed details before uploading the modified file.

You can also add new conditions to the file at the same time you are updating other conditions.

The system uses the “condition_id” column to determine which conditions are new and which ones should be updated. This column should not be modified!

Condition Template

The table below details the columns and expected data for the CSV file generated by clicking the “Export Conditions” option from the main Conditions Overview table.

Field	Description	Notes
condition_id	This is a system column and should not be edited or modified. Any new conditions added should leave this column blank.	Do not modify this column or add any data to it.
name	This field allows for naming the condition. While this field is optional, it can make identifying the conditions easier when adding to a case or reviewing the conditions on a case.	This field is optional.
long_description	This is main condition text. This field should contain all the information relating to this specific condition.	Variables can be used in the long description to pull in available case data from the case the condition is attached to.
short_description	This field is available for future expansion and is not currently used	This field is optional.
public_description	If Show on Portal is set to yes, this fields content will be displayed on the portal. If this field is blank, then the contents of Long Description will be used	This field is optional.
resolution_action	Internal notes, tasks or details to assist the user to know what steps should be taken when resolving this condition. This field data is internal only and will never be displayed on the portal or conditions notice.	This field is optional.
condition_group_name	The group this condition belongs to. This is used for filtering and finding conditions when adding them to a case	The condition group must exist in the system prior to import.
severity_name	The severity of the condition	Available options: Required If a condition is set as required, it indicates the flag must be completed in order to satisfy the rules attached to the condition. Such as prevent case issuance, etc. Conditions with this flag must have a rule attached. General A general flag is the default flag level and it denotes a standard condition that has no special attributes
condition_type	The condition type allows further classification of conditions and is used for additional filtering and finding conditions when adding them to a case	The condition type must exist in the system prior to import.
enabled	Determines if the condition is enabled. If not enabled, the condition will not be available to assign to any cases. If the condition is already assigned to a case, making it disabled will not remove it from the case	Valid values are: t Condition is enabled f Condition is disabled
inheritable	Determines if the condition inherits to other cases when cases are linked to this case	Valid values are: t The condition is inheritable f The condition is not inheritable
show_in_notice	Determines if this condition is shown in the Condition Notice.	Valid values are: t This condition will be displayed in the conditions notice document f This condition will not be shown in the conditions notice document
display_on_portal	Determines if this status is displayed on the Public Portal. This option is available for future use. Flags do not currently show on the portal, but will be made available in a later portal version.	Valid values are: t This condition will be displayed on the portal f This condition will not be displayed on the portal
additional_info	Allows for the setting of any generic notes or details relating to the condition. This field data is internal only and will never be displayed on the portal or conditions notice	This field is optional
timing_type_name Timing type is also commonly referred to as “Rule Type”	Sets the rule type to be enforced when this condition is added to a case	Current Options: case Prevent Case Issuance If selected, the case can not be issued until this condition is completed coo Certificate of Occupancy If selected, the Certificate of Occupancy document can not be generated until this condition is completed inspection Final Inspection Prevents the scheduling of the final inspection(Inspections called "Final"), until this condition is completed
applies_on_add	Determines if the condition timing/restriction is applicable when the condition is originally added to a case This only applies to conditions that have a severity of required. When a condition is required either applies_on_add or applies_on_inherit must be “t” Both applies_on_add and applies_on_inherit can be set to “t”. This will make the condition apply on both initial add and inherit	Valid values are: t This condition will be enforced on the condition when added f This condition will not be enforced on the condition when initially added
applies_on_inherit	Determines if the condition applies to a case when inherited. This only applies to conditions that have a severity of required. When a condition is required either applies_on_add or applies_on_inherit must be “t” Both applies_on_add and applies_on_inherit can be set to “t”. This will make the condition apply on both initial add and inherit	Valid values are: t This condition will be enforced when inherited to a case f This condition will not be enforced when inherited to a case
sort	The order in which the condition should show on the case and notice(if set to show).

Conditions Variables

The conditions description supports the use of variables. Variables allow for the condition to pull information directly from the case it is applied on, to prevent the need to manually update case data on each condition.

The variables will only show on the edit screen or in the admin panel. When viewing conditions on a case, the variables will be replaced with the case data or will be blank if the data is not available.

Below is the list of commonly used variables that are available in Permitting, Planning or Public Works.

Variable	Case Data
%%case_number%%	The “Case Number” from the case.
%%permit_number%%	The issued permit number from the case While this may be called Permit Number, Planning Number, etc. The variable used is %%permit_number%% across all sections
%%case_type%%	The “Case Type”, “Permit Type” or “Application Type” from the case
%%subcase%%	The “Subcase” from the case
%%project_description%%	The “Project Description” from the case
%%issued_date%%	The date the case was issued
%%expiration_date%%	The expiration date of the case
%%status%%	The current status of the case
%%submittal_date%%	The submittal date from the case
%%case_name%%	The Case Name from the case
%%project_name%%	The Project Name from the case
%%parcels%%	The address currently assigned to the case

Importing Conditions CSV

After adding or making the needed changes to the conditions in the CSV file, select “Import Conditions” from the main Conditions Overview table. The import screen will allow you to select the CSV file from your computer and upload it for processing.

The system will first validate the data in the import file and display any errors encountered(if applicable). The errors will detail the problem as well as the line in the file that caused the error.

If no errors are found, the system will process the file and add or update the conditions as needed.

Do not navigate away from the processing screen or close your browser window while the import is processing.

Once the import is complete, you will get a complete notification and the import changes will have been applied.

Editing Single Conditions

When only updating a few conditions, or if you prefer not to use the import function to update conditions, you can select individual conditions to edit from the main Conditions Overview table.

To edit a single condition, use the table to find the condition that should be updated, then click the edit icon in the “Options” column of the table.

Condition Management