Public processes frequently require review or approval – from within a department or from representatives of multiple departments. Review steps let require a review of the application for it to move forward, and assign a specific person or group of people to do that Review.
For example, a special event permit may need sign-off from any one of a group of several Public Safety Officers, and additionally a specific person in the Parks and Rec department to review any application that includes a request for amplified sound or food sales. Here's an overview of how the Review process works on CityGrows, once a review step has been set up.
You may include multiple Review groups (often, each group is one department or business unit) in the same review step if you'd like reviews to happen simultaneously, or you can create multiple review steps if you'd like them to happen sequentially.
Each review step must have at least one review group and at least one person listed as a reviewer, otherwise you won't be able to save the step or publish and use the Workflow.
For each review group you're able to:
- Give the reviewer or review group a title (just type in where it says "Untitled Reviewer")
- Determine whether the review is required or optional.
- Require a signature from the reviewer using our Online signature tool (useful if you need to document for audit purposes exactly when and who approved a specific application).
- Determine whether "All" or "Any" of the people in a review group must review the application.
- Set up default "Approve" or "Reject" messages for your reviewers to use.
We strongly recommend having more than one staff person in each "Any" review group, so that if someone is on vacation or out sick, a process can still move forward. Some governments also choose to use group email addresses in Review steps, but we don't recommend this as it makes it difficult to tell who has actually completed the review, unless a signature is required.
For more about how staffers use CityGrows to review applications once a Workflow is published and in use, please see our guide: How to Review Applications on CityGrows.
You can search for someone to add as an Reviewer by typing their name. If they're in the system already, just select their name.
If they're not already in the system, you can add their email address and send them an invite. They'll be invited to create a CityGrows account and then added as a reviewer to the Workflow once they do.
If you ever want to remove a reviewer, you access the Review step in question and click on the "X" next to the reviewer name.
Our default settings mean that people who are Reviewers on a specific Workflow will only receive emails from CityGrows when an application is ready for their Review. They can also see applications that are ready for their Review in their Dashboard any time.
You can also set all the standard options that we provide for any Step type: Adding email notifications, setting a timeframe (good for making sure that Reviews are completed quickly), and adding instructions for your Reviewers.
Unlike many other software companies, CityGrows doesn't put any limit on the number of reviewers a government can have in our system. We want to encourage more people in your organization to use technology to improve your process, not fewer!
Ready to get started bringing your processes, forms, and permits online as a CityGrows admin? Our "How CItyGrows Works" page is a great place to start.