Organisations
Last updated
Was this helpful?
Last updated
Was this helpful?
The Organisations workflow is automatically started when a new application is received for an organisation from the DfT application form.
An organisation record will be created when the application form is received and the relevant details from the online application form are added including any vehicles registered. It is also possible to create an organisation manually in the system and to create a new case for instances where a paper application has been received.
Click on the “Work Items” option on the left-hand side of the screen. This will display a list of cases that you have access to according to their current stage. Filter on Organisations in the Workflow drop down list:
You can click on the briefcase icon and this will drill you down into full case details:
You can view the submitted Application data by clicking on the On line application tab:
Once an application is received a Case is created and the Organisations Workflow is started. The first stage is Initial Checks.
This is a decision stage in the process where you can click on one of options:
Out of Area – Reject - if the application is out of area then select this outcome and generate the out of area notification. This is then the end of the process.
Validation Organisation - if the application is for an organisation in the council area select this outcome. This will progress to the Validate Organisation Stage.
From Initial Checks when Validate Organisation is selected the application progresses to the Validate Organisation Stage. The following outcomes are available:
New organisation - if the organisation is not known to the Council select New Organisation and complete the screening questions relating to the organisation.
Existing organisation - if the organisation is known to the Council select Existing Organisation and complete the screening questions relating to the organisation.
In both instances the application progresses to the Qualification stage.
From Validate Organisation the application progresses to the Qualification Stage.
Incomplete application - this outcome is used when there is information missing from the application. The application progresses to the Missing Information Stage. See section 3 below.
Complete proceed to Badge Details – if the outcome of the qualification is to issue the badge select this option.
Complete – refuse application – if the organisation is not eligible select this outcome. A notification is generated and the template can be tailored to organisations with a relevant list of refusal reasons. This is then the end of the process.
Where the Qualification finds the organisation eligible the case progresses to the Badge Details Stage. From here the badge can either be ordered or the application marked as requiring further evidence before the badge is issued.
The Vehicle Selector displays any vehicles linked to the organisation (this can be through the online application form or by manually adding them in the Local Search).
Pressing the Validate button will make an integration call to the DVLA to check the details entered and to return the Vehicle Type and MOT status. If the details do not find a matching record an error is displayed:
The vehicle cannot be validated unless a matching record is found.
A vehicle can be added through the Local Search, find the Organisation and select Add Vehicle
In this example the vehicle has been matched and the Validate button is now Green to confirm this. The Vehicle Type and MOT Status has been populated by the DVLA check.
In Badge Details - tick the Suitable box next to any validated vehicle that you wish to issue a badge for:
Note: the invalid vehicle cannot be marked as suitable and therefore no badge can be ordered.
Check the remaining fields of information required for the badge request and click Continue.
The application progresses to the Payment Stage with the following outcomes:
Payment received – Order badge(s) – this will add the Payment received Tag to the application. Choose the Payment Method and add the Payment Reference. The application progresses to the Auto Progress & Awaiting Payment stage.
Payment not received – where payment is required select this outcome and then generate the notification requesting payment. The application progresses to the Auto Progress & Awaiting Payment stage.
Application rejected – to cater for instances where the application is to be rejected after the vehicle check select this outcome and generate the refusal notification.
This stage is used to record the outcome of the payment and will be automatically completed when a payment is marked as received in the workflow (Note: Organisations applications are currently not supported in the Customer Portal)
Order Badge Auto Progress – when a payment has been marked as received in the Payment Stage the Payment received Tag is applied to the Case and this outcome is automatically completed and the application progresses to the Issue Badge DfT stage. In order for this outcome to be progressed the Tag Payment received needs to be present on the application.
Update Payment Status – use this outcome to return to the Payment stage to mark whether the payment has been received or not. The application returns to the Payment stage.
Payment Not Received Close – use this outcome to record that the payment has not been received and to close the application. The application progresses to the Complete stage and closes. This is then the end of the process.
When payment has been received the application progresses to the Issue Badge DfT stage. The Stage will automatically progress and will order the badge with the DfT. An integration call will be made to the DfT to request the badge and the application will be closed. This is then the end of the process.
Selecting Incomplete Application from Initial Checks will progress the application to the Missing Information stage. This stage has a tick box list for the Missing Items that relate to the evidence required tailored for organisations .
These details are then pulled through to the notification to be sent to the applicant requesting the details be supplied. The application progresses to the Missing Information Result Stage.
The Missing Information Result Stage allows you to record the outcome of the missing information request.
Missing Information Complete – Proceed to Badge Details – select this outcome where the missing details have been provided and the application is progressing to the Badge Details stage for the vehicle check and the badge details to be confirmed.
Missing Information Still Incomplete – Request Again – if the details are still incomplete and a further notification is to be sent to the applicant choose this outcome. The application returns to the Missing Information Request stage.
Missing Information Not Provided – Close application – if the case is to be closed choose this outcome. This is then the end of the process.
Additional functions are available to support organisations within the system.
It is possible to create an organisation manually as with a party record.
Vehicles can also be added at this stage
The Local Search supports a separate search on Organisations
From the Local Search tab select Organisation Search
Search on Organisation Name, Site Name, Vehicle and Case Ref (wildcard search currently not available)
The Organisation details page is displayed
An organisation can have multiple Sites. Click on the Site Name to open Site details:
These details are automatically populated by an online application form being received. It is possible to add further vehicles
It is also possible to create a case manually and to use the Pre-pop feature to copy the address details to the application:
