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Page I 1 CityWorks Online Portal User Start-up Guide CityWorks Online Portal User Start-up Guide ---PAGE BREAK--- Page I 2 CityWorks Online Portal User Start-up Guide Introducon and Contents Star ng November 1, 2023, the City of Belgrade began transi oning to an online permi'ng and licensing portal. The portal is provided by CityWorks, a web- based pla,orm, which allows ci es and towns to issue and manage licenses and permits online. A staged rollout of the portal is planned, with residen al building-related permit applica ons and planning-related applica ons becoming available first. Into Spring 2024, the City will con nue to add features and this start-up guide will be updated as features go live. The public portal can be accessed at the following web address: h2ps://cityworks.belgrademt.gov/publicaccess/login Contents Page 3 - Se ng Up a New Account Page 10 – Applying for a Building Permit Page 25 – Dashboard Features ---PAGE BREAK--- Page I 3 CityWorks Online Portal User Start-up Guide Seng Up a New Account Navigate to the public portal either via links on the City of Belgrade website or by entering h2p://cityworks.belgrademt.gov/publicaccess/login in your browser window. Click Sign Up to create a new account. You will need an email account to create a new portal account. Several services, like Gmal, Outlook, and Yahoo, offer free email accounts if you do not already have one. ---PAGE BREAK--- Page I 4 CityWorks Online Portal User Start-up Guide ---PAGE BREAK--- Page I 5 CityWorks Online Portal User Start-up Guide Fill in both the Creden als and Contact informa on sec ons using you or your organiza on’s email address and contact informa on. The City of Belgrade suggests se'ng up your account using a password that is different than used for other accounts, such as email, and keeping it in a safe, secure loca on. ---PAGE BREAK--- Page I 6 CityWorks Online Portal User Start-up Guide Once all the informa on is entered, click the blue Register bu2on. A verifica on email will be sent to your email address. Follow the instruc ons in the email and click the blue link to ac vate your account. ---PAGE BREAK--- Page I 7 CityWorks Online Portal User Start-up Guide ---PAGE BREAK--- Page I 8 CityWorks Online Portal User Start-up Guide Reenter your CityWorks login informa on to complete the account verifica on. Click the blue Login. ---PAGE BREAK--- Page I 9 CityWorks Online Portal User Start-up Guide Once logged in, you will see the CityWorks dashboard. The dashboard is where you can begin a new applica on, or review applica ons that have already been submi2ed. CityWorks also offers the ability to save applica ons to be finished later, which can be found under the Incomplete tab. ---PAGE BREAK--- Page I 10 CityWorks Online Portal User Start-up Guide Applying for a Building Permit To begin a new permit, click the “plus” sign labeled New Applica on. ---PAGE BREAK--- Page I 11 CityWorks Online Portal User Start-up Guide Click the icon labeled Building. This will open a second menu where you will see op ons for Commercial and Residen al permits. Choose the Residen al op on. There are op ons for Residen al New Build Permit, Residen al Electrical Permit, Plumbing Permit, and Mechanical Permit to suit different building projects. Choose the Residen al New Build Permit op on and click Begin Applica on. ---PAGE BREAK--- Page I 12 CityWorks Online Portal User Start-up Guide The applica on for a Residen al New Build Permit is split consists of five sec ons. Fill out you or your organiza on’s name and the loca on of the project under Sec on 1: Main. CityWorks has a built-in search func on to find exis ng addresses and map them. Since some new buildings may not be assigned an address at the me of permit applica on, the Loca on field is op onal. It is helpful to include a general descrip on or iden fying informa on, such as the lot number, subdivision, block number, or street. Click Next when complete with Sec on 1. ---PAGE BREAK--- Page I 13 CityWorks Online Portal User Start-up Guide If an address is not found, a dialog box giving close op ons will appear. You may opt to keep your original entry or choose one of the suggested op ons. Click the blue Accept bu2on aFer your selec on is checked. ---PAGE BREAK--- Page I 14 CityWorks Online Portal User Start-up Guide ---PAGE BREAK--- Page I 15 CityWorks Online Portal User Start-up Guide Sec on 2: People has mul ple sec ons for various individuals and organiza ons that may be involved in a project. Only the Owner and Contractor sec ons are required and appear underlined in orange. An Authorized Agent is an individual that is represen ng and working on behalf of the owner, in lieu of the owner applying for the permit him or herself. In each sec on where the Roles are listed, there are addi onal op ons for other types of individuals involved in construc on projects, such as Master Plumber or Surveyor. ---PAGE BREAK--- Page I 16 CityWorks Online Portal User Start-up Guide For this example, fill out the Owner, Engineer, and Contractor sec ons. Click the Next bu2on once complete. ---PAGE BREAK--- Page I 17 CityWorks Online Portal User Start-up Guide ---PAGE BREAK--- Page I 18 CityWorks Online Portal User Start-up Guide ---PAGE BREAK--- Page I 19 CityWorks Online Portal User Start-up Guide Sec on 3: DataGroup is where you will enter informa on describing the project. No ce that only some fields are underlined orange. These are the fields that are required to move the applica on forward. Enter the required informa on and any other fields that are applicable to your building project. You will no ce that some of the fields include preset drop downs, while others allow the entry of a number or text. In the event that incorrect informa on is entered, you may contact City staff at [EMAIL REDACTED] or (406) 388-3560 to request a correc on, or City staff may discover it during their review and make the correc on then. Once all data is entered, click the blue Next bu2on. ---PAGE BREAK--- Page I 20 CityWorks Online Portal User Start-up Guide ---PAGE BREAK--- Page I 21 CityWorks Online Portal User Start-up Guide Sec on 4: Rel Docs is where you can upload and a2ach any documents that are required to review your applica on. In the case of new building permits, building and site plans are required. In the portal, these are referred to as Submi2al Documents. Depending on the unique circumstances of your project, addi onal informa on may be required to review your applica on, such as easement language, cer ficates of survey, etc. For all documents, .pdf format is preferred. If you are unsure as to whether or not a document should be included in your applica on, please reach out to City staff at [EMAIL REDACTED] or (406) 388-3560. To upload and a2ach a document, you have two op ons. You can drag the file from your computer file explorer, desktop, or other loca on, into the box labeled Drop Here. Alterna vely, you can click on the box labeled Drop Here, and a file explorer window will pop up. Select the appropriate file and click the Open bu2on. ---PAGE BREAK--- Page I 22 CityWorks Online Portal User Start-up Guide Once a2ached, the file will be shown below the Drop Here box. The Label box allows you to assign a descrip on to the file. You may use one of the preset descrip ons or enter your own. In the case of this applica on, at least one file labeled Submi2al Documents is required to move the applica on forward. Once all files are a2ached and labeled, click the blue Next bu2on. ---PAGE BREAK--- Page I 23 CityWorks Online Portal User Start-up Guide Sec on 5: Payment is where you will be able to see fees associated with the applica on and make payments online, although this func onality is not currently in place. Currently fees must be reviewed and added by City staff aFer the applica on is received. Click the blue Submit bu2on to complete the applica on. ---PAGE BREAK--- Page I 24 CityWorks Online Portal User Start-up Guide Once you click Submit, a new page will be displayed, showing a summary of the applica on. Please note the case number assigned to your applica on, at the top leF of the page. This is a unique iden fier and will need to be provided to City staff when inquiring about the applica on. Please see the Dashboard Features sec on of this guide to learn more about the informa on displayed in this summary. ---PAGE BREAK--- Page I 25 CityWorks Online Portal User Start-up Guide Dashboard Features The portal dashboard is the loca on where an applicant can start a new applica on, review an applica on that is already submi2ed, or return to an applica on that was started but is incomplete. The Submi2ed tab shows any applica on, regardless of the type, that has been fully completed and submi2ed to the City of Belgrade. If you would like to see addi onal informa on about an individual applica on, click the case number. In this case, it is RNB23-0051. The first three le2ers of the case number iden fy the type of applica on – in this case, Residen al New Build (RNB). The first two numbers are the year submi2ed, while the last four numbers are a sequen al number assigned to applica ons in the order they are completed. ---PAGE BREAK--- Page I 26 CityWorks Online Portal User Start-up Guide The summary page for an applica on displays mul ple types of informa on. The Comments sec on shows any comments that have been added to the applica on by either the applicant or City staff. The Related Applica ons sec on displays other applica ons that are ed to the current applica on. This could be addi onal applica ons for plumbing or mechanical permits, or perhaps the residen al building applica on is one of several for houses within a large development. The People sec on displays any of the individuals or companies associated with the applica on and project. The Data Groups sec on displays all the informa on that was submi2ed with the applica on, describing the type of project, type of applica ons, etc. In the Workflow sec on, different milestones for the applica on are shown. This sec on allows applicants to see the status of the applica on. Once a milestone has been met, it will show a result (oFen Yes/No or Pass/Fail) and a comple on date. The Fees and Payments sec ons allow the applicant to see any fees that City staff have assessed for the applica on, as well as record of payments that have been made by the applicant. Any of these sec ons can be collapsed or expanded to clean up the dashboard view. ---PAGE BREAK--- Page I 27 CityWorks Online Portal User Start-up Guide Any me you want to navigate back to the main dashboard page, click the City of Belgrade logo in the top leF corner of the page. The Incomplete tab is where you can see any applica ons that have been started but are not yet submi2ed to the City of Belgrade. To con nue an applica on, click the Choose Ac on menu and then click Con nue Applica on. ---PAGE BREAK--- Page I 28 CityWorks Online Portal User Start-up Guide If you would like to delete an unneeded applica on, click the Choose Ac on menu, and click Delete Applica on. When dele ng an applica on, a dialog box will appear asking you if you are certain you would like to delete the applica on. Click the orange Delete bu2on to complete the ac on. ---PAGE BREAK--- Page I 29 CityWorks Online Portal User Start-up Guide The applica on will no longer be shown in the Incomplete tab.