Creating Observations | Configuring Email Recipients | Reviewing Observations 

 Observation Status | Adding Comments

 

The observation tool can be used to communicate map observations with other VEP users when a potential issue occurs at the location of the observation point. 

Creating Observations 


1. Select the Observation Tool from the widget toolbar. 

2. Under Create Observations, select the Observation symbol. For multi-jurisdiction users, a Shared Observation option will be available.

3. Click anywhere on the map to place an Observation point.

4. Fill out the following fields:

(Some fields will autofill based on the map location)

Title - Name the Observation.

Street Address - (Autofills) Street address of the Observation.

City - (Autofills) City of the Observation.  

County - (Autofills) County of the Observation. 

State - (Autofills) State of the Observation. 

Observation Notes - Provide additional details for stakeholders to understand the reason the Observation is being placed. Notes can be formatted using rich text, bullets, numbering, and indentation formats. (Limited to 1000 characters.)

5. Click Choose Files to optionally add attachments. 

Supported attachments files:

  • JPG, PNG, BMP, and PDF
  • Maximum file size: 2 MBs 

6. Click Add VEP Email and/or Add Additional Email to configure the Observation notification recipients. For more information, see below. 

7. Click Save to publish the Observation. 


Note: Once saved, the recipients and the submitter will receive an observation email notification that includes a map snippet and the details outlined in the observation form regarding the observation point.


Configuring Email Recipients

 1.Use the Choose VEP System Email(s) dropdown to select a VEP user email or an email from the Notification Recipient list.

2. Click Add to add the selected email to the recipient list or Remove All to clear the list.

3. For Administrators only - If Add Additional Email was selected, a checkbox will be available to Add email(s) for future use. This will save the email to the Notification Recipient list.

4. To remove a single email recipient, click the X icon by their email.

5. Once recipients have been configured, click OK.

Reviewing Observations

Reviewing Observations allows users to manage the observation status and add comments for the original submitter or other stakeholders to see.

Observation information can be viewed by:

  1. Selecting the observation point on the map. A pop-up will appear.
  2. In the attribute table.
  3. In the Observation Tool.

1. Click Review Observation.

2. Use the Observation Status dropdown to filter results by status.

3. Use the Observation Name dropdown to select the name of the point.

Note: If the observation submitted includes external attachments, these files are accessible from the pop-up window on the web map, found by clicking on the observation point. Scroll to the bottom to view any available attachments


Observation Status

To view or update an Observation status:

1. Navigate to the Observation in the Review Observations section of the Tool.

2. Use the Status field to update the status:

  • Open 
  • Under Review 
  • Resolved 
  • Canceled 
  • Delete Record 


Caution: Deleted Observations are permanently removed from the data archives. Use the Resolve status to remove an Observation from the map and archive the record. 


Note: Only Administrators can delete an Observation record. Editors and Observers can update an Observation status to Open, Under Review, Resolved, or Cancelled.

Adding Comments

1. Click Review Observations.

2. View the original submitter's comments in the Observer Notes.

3. Additional comments are displayed in the Discussion Thread.

4. Use the comment box to add additional comments to the thread.

5. Click Save to submit new comments.


Note: When comments are added or the status is changed, an email notification will be sent to the user that created the observation.