Guidance on navigating Private Housing (v2.0)

Created by Adam Sarpataky, Modified on Thu, 12 Feb at 8:19 AM by Adam Sarpataky

Modules & sub-modules
Navigating records

a. Searching for properties
b. Active & Inactive cases
c. Sorting record view
d. Exporting records
e. Team Availability
f. Reassigning users
g. Filters

3. Managing labels

Create a label
Assign a label
Edit a label
Delete a label

1. Modules & sub-sections

The private housing main page lists the available modules on the left-hand side.

Council administration dashboard showing active caseloads for license cases, disrepair cases, and inspections.

The right-hand side displays summary statistics and links to the detailed analytics page,

the finance section and admin settings for managing and configuration of the system.

Clicking on any of the links to the left-hand side will take users to the property list of cases for the

record type selected.

Clicking on the licensing, disrepair or inspection module link will display all records for that

respectively module. Clicking on `Private housing` lists all records from across all available modules.

Property & case level

The 'Private housing' dashboard showing a filtered list of 311 active license and disrepair cases with status tags and assigned officers.

All records are grouped by property with associated records and cases for that

property listed beneath the property:

Clicking onto the case link, will take you to the main page for the case record selected:

Clicking on the property will display further information on the property and associated records.

This includes a summary of all active and inactive cases associated with the property selected:

Property Notes

Property notes can be assigned to the property to provide vital summary information about

the premises.

To add a click on `add property notes`

Enter notes as required:

Saving the notes will display the text under the property header:

To edit, click on `Edit property notes` and repeat the above steps.

To add labels, see section 3 (managing labels) of this guide.

2. Navigating records

a) Searching records

Use the search bar on the top of the page to filter and search for records.

Searches can be done by entering either the:

full or partial street name
full or partial postcode
UPRN
case reference number

All records with matching data will be retrieved and displayed.

A summary total of the associated records will also be included:

The total includes a count of all records retrieved and a unique property count is

contained in the adjacent brackets.

b) Active / Inactive cases

There are two tabs towards the top of the page that displays active and inactive cases.

Active cases include records with incomplete tasks or awaiting action.

Active cases:

This includes all new and in progress licence applications as well

as all live and operational licence records.

This includes licence records with active actions

(e.g. with incomplete tasks or within representation periods) as well as those without actions

(i.e. licence issued with no tasks or actions due) however this may be adjusted in future

to exclude the latter to better inform active caseloads.

Where activated, this also includes housing management cases and inspections that are

currently under investigation and remain open.

Inactive cases:

Clicking on the `Inactive cases` tab will display all records with completed workflows

and have no further actions due. This includes licences that have expired, been refused,

revoked as well as applications that have been withdrawn, completed temporary exemptions or

disrepair and inspection records that have been closed.

At present there is no combined view of active and inactive cases however this may be

adjusted in future.

c) Sorting

Records can be arranged using the following available sorting options:

Newest to oldest – This will sort the list of properties by the most recently updated record
Most tasks to least tasks - This will sort the list of properties with the most incomplete tasks

d) Exporting records

Data exports of the current view can be performed by clicking the `Export to CSV link`.

All records in the current filtered view will be included in the export. Applying filters will reduce

the number of records displayed to the restrictions applied and only the records in

the current view will be included in the export.

e) Team Availability

Clicking on the team availability will list the current number of active licences,

disrepair and inspections assigned to an officer.

This includes all records with active tasks and actions as well as live licences issued with

no tasks or actions due however this may be adjusted in future to better inform actual

active caseloads.

Clicking on any of the values or names will filter and display records in accordance with

the selected item.

f) Reassigning Users

A number of checkboxes are visible to the right-hand side of the main property page against

each record.

You can reassign all cases by selecting records individually or `select all` to reassign all

records at once.

g) Filters

A number of filters are available on the left hand side of the page that you can apply

to organise records or restrict the records displayed.

Filters can be applied for:

Licences cases

- Licence type

- Licence status

Inspection cases
Assigned officer
Outstanding tasks
Labels
Ward

If the disrepair module is activated additional filters include:

Disrepair cases

- Status

- Priority

Outstanding reminders

Filters are either checkboxes or drop-down lists.

DROP DOWN FILTERS

Where drop-down lists appear, multiple items can be selected.

Click within the filter field and select an option from the list to filter.

To add further items to the same filter field, repeat this action again.

To remove a selected filter, click on the ‘x’ to remove this item.

Alternatively, enter your mouse cursor into the field and delete the item

using your keyboard delete button.

CHECK BOX FILTERS

Checkbox filters can be ticked to include the data within the records displayed

or unchecked exclude from the records displayed.

The filters applied to the current view are summarised at the top of the filter section:

Filters will not clear unless removed individually or by selecting ‘Clear’ to remove all filters.

3. Labels

Labels can be created and managed in council admin. Once created,

labels can be assigned to records to categorise issues and work-streams

and for bespoke purposes relevant to your priorities.

i) Create a label

Admin users can access the settings to create a label by going to:

Home > Settings > Customise > Labels

All available labels are listed and can be renamed and recoloured as needed or new labels created.

A summary count of the number of records assigned to that label is also displayed.

To create a new label, click on the green `Add a new label` button.

Give the label a suitable name by clicking into the label name field.

Select a colour for the label using the colour picker tool and one of the following methods.

Click the colour field and then either:

Move the mouse cursor in the coloured box and click a colour.
You can also click and drag the cursor along the box to view colours as you move the cursor.
Moving the colour bar along
Entering a specific hex number for a colour

Save once both the name and colour have been completed.

The new label will now appear on the label list.

ii) Assign a label

Labels can be assigned at the property level of case level (licensing, disrepair, inspection).

Property Level