Important Dates Configuration
Learn to set up Important Dates to track events like permits, testing, financial responsibility, and permit renewal invoices.
Written by Jess Hamilton
Updated at October 2nd, 2024
To manage Important Dates Configuration, you must first open Important Dates. You can do this at the client (global) level or at the facility level.
Client Level Important Dates
To view and manage Important Dates across multiple facilities, click the nine dots in the top left corner to open the global menu. Under Compliance, select Important Dates.
Facility Level Important Dates
To view and manage Important Dates for a single facility, first navigate to that facility in Titan Cloud. In the left-side facility menu, click Activities and Important Dates.
On the Important Dates page, click the tool icon at the top right of the grid to open the Important Dates Configuration page.
Tip: The Important Dates Configuration page manages content across facilities, regardless of which path you take to open it.
The Important Dates Configuration page allows you to configure dropdown options and settings to be used for important date tracking.
Top-level categories (General, Permits, Testing, Invoices, Settings) are organized as tabs at the top of the page. Each tab opens a corresponding menu of options in a vertical menu to the left of the grid.
Each category and option are summarized below.
General
The General tab in Important Dates Configuration corresponds with the General Important Dates tab. Dropdown list values managed here are available when adding or editing General Important Dates, and are included in the grid for filtering purposes.
Important Date Types
Add new, modify, or disable existing values for the Type dropdown list.
Values managed here can be selected for “Type” when creating or editing a General Important Date, and are displayed in the grid under the “Type” column header.
Important Date SubTypes
Add new, modify, or disable existing values for the SubType dropdown list.
Tip: SubTypes must be associated with a Type to be selectable. Once the Type and SubType are created, navigate to the Type/SubType Associations section to tie them together.
Values managed here can be selected for “SubType” when creating or editing a General Important Date, and are displayed in the grid under the “SubType” column header.
Important Date Purposes
Add new, modify, or disable existing values for the Purpose dropdown list.
Values managed here can be selected for “Purpose” when creating or editing a General Important Date, and are displayed in the grid under the “Purpose” column header.
Important Date Frequencies
Add new, modify, or disable existing values for the Frequency dropdown list. This value determines how the renewal due date is generated.
Note: The Description is displayed in the dropdown list and the grid, but the renewal due date is auto-populated from the Frequency Period and Frequency Type. Please make sure they match!
Values managed here can be selected for “Frequency” when creating or editing a General Important Date, and are displayed in the grid under the “Frequency” column header.
Important Date Results
Add new, modify, or disable existing values for the Result dropdown list.
Values managed here can be selected for “Result” when creating or editing a General Important Date, and are displayed in the grid under the “Result” column header.
Type/SubType Associations
Configure which SubType(s) are associated with each Type.
To do this, select a Type from the dropdown menu.
Locate the desired SubTypes in the list of Available options and use the arrows to move them into the Selected list.
Click Save Type/SubType Associations to save changes.
Required Fields
Specify which fields are required on the General Important Dates screen when a new record is added.
Note: Facility, Type, and SubType are always required, and are not included on this page as selectable fields.
Permits
The Permits tab in Important Dates Configuration corresponds with the Permits tab on the Important Dates page. Dropdown list values managed here are available when adding or editing Permits, and are included in the grid for filtering purposes.
Permit Type
Add new, modify, or disable existing values for the Permit Type dropdown menu.
Values managed here can be selected for “Permit Type” when creating or editing a Permit, and are displayed in the grid under the “Permit Type” column header.
Permit Frequency
Add new, modify, or disable existing values for the Frequency dropdown list. This value determines how the renewal due date is generated.
Note: The Description is displayed in the dropdown list and the grid, but the renewal due date is auto-populated from the Frequency Period and Frequency Type. Please make sure they match!
Values managed here can be selected for “Frequency” when creating or editing a Permit, and are displayed in the grid under the “Frequency” column header.
Permit Agencies
Configure which facility contacts should be listed in the Agency dropdown menu when creating or editing a Permit by designating the correct contact types.
To do this, select contact types in the the Available list and use the arrows to move them to the Selected list.
Tip: The contact types in the Available list are managed on the Dropdown List Management page in the Administrative Console. The contacts associated with those contact types are managed in the Contact Lists.
Required Fields
Specify which fields are required on the Permits screen when a new record is added.
Note: Facility is always required, and is not included on this page as a selectable field.
Settings
Specify whether existing records should be automatically updated. When enabled, this setting ensures that when a new permit entry with the same agency name and permit type of an existing record is created, the existing record will be updated (overridden) with the updated information.
Note: This option does not keep a historical record of permit renewals. The same record is updated every time.
Testing
The Testing tab in Important Dates Configuration corresponds with the Testing tab on the Important Dates page. Dropdown list values managed here are available when adding or editing important testing dates, and are included in the grid for filtering purposes.
Testing Type
Add new, modify, or disable existing values for the Testing Type dropdown menu.
Values managed here can be selected for “Testing Type” when creating or editing an important test date, and are displayed in the grid under the “Testing Type” column header.
Testing Purpose
Add new, modify, or disable existing values for the Testing Purpose dropdown menu.
Values managed here can be selected in the “Purpose” dropdown list when creating or editing an important test date, and are displayed in the grid under the “Purpose” column header.
Testing Grade
Add new, modify, or disable existing values for the Testing Grade dropdown menu.
Values managed here can be selected in the “Grade” dropdown list when creating or editing an important test date, and are displayed in the grid under the “Grade” column header.
Testing Equipment
Add new, modify, or disable existing values for the Equipment dropdown menu.
Values managed here can be selected in the “Equipment” dropdown list when creating or editing an important test date, and are displayed in the grid under the “Equipment” column header.
Testing Frequency
Add new, modify, or disable existing values for the Frequency dropdown list. This value determines how the renewal due date is generated.
Note: The Description is displayed in the dropdown list and the grid, but the renewal due date is auto-populated from the Frequency Period and Frequency Type. Please make sure they match!
Values managed here can be selected for “Frequency” when creating or editing a testing important date, and are displayed in the grid under the “Frequency” column header.
Testing Results
Add new, modify, or disable existing values for the Testing Result dropdown list.
Values managed here can be selected in the “Result” dropdown list when creating or editing an important test date, and are displayed in the grid under the “Result” column header.
You may also specify here whether each value corresponds with a pass or fail result when displayed on the compliance dashboard and for use in exception reporting.
To do this, scroll below the grid and select Pass or Fail in the dropdown menu.
All results from the grid without an assigned pass or fail value will be in the “Unselected” list. Use the arrows to move results into the “Selected” list.
Tip: Results can be associated with pass or fail, but not both. So if a result has been moved to the “Selected” list for “Pass," it will not be available to select for “Fail,” and vice versa.
Testing Vendors
Configure which facility contacts should be listed in the Vendor dropdown menu when creating or editing an important testing date by designating the correct contact types.
To do this, select contact types in the the Available list and use the arrows to move them to the Selected list.
Tip: The contact types in the Available list are managed on the Dropdown List Management page in the Administrative Console. The contacts associated with those contact types are managed in the Contact Lists.
Required Fields
Specify which fields are required on the Testing Important Dates screen when a new record is added.
Note: Facility and Testing Type are always required, and are not included on this page as selectable fields.
Testing Requirements (VDI)
Specify the default frequency for a particular Test Type for a group of sites. When a testing entry is added via VDI with a Testing Requirement specified, the testing frequency will populate based on the frequency specified in the requirement.
If no frequency has been specified, the frequency will default to 1 year.
Testing Activities (VDI)
Configure how Activities are created based on testing record results imported via VDI.
Invoices
The Invoices tab in Important Dates Configuration corresponds with the Invoices tab on the Important Dates page. Dropdown list values managed here are available when adding or editing important invoice dates, and are included in the grid for filtering purposes.
Invoice Permit Type
Add new, modify, or disable existing values for the Permit Type dropdown menu.
Values managed here can be selected for “Permit Type” when creating or editing an invoice important date, and are displayed in the grid under the “Permit Type” column header.
Frequency
Add new, modify, or disable existing values for the Frequency dropdown list. This value determines how the renewal due date is generated.
Note: The Description is displayed in the dropdown list and the grid, but the renewal due date is auto-populated from the Frequency Period and Frequency Type. Please make sure they match!
Values managed here can be selected for “Frequency” when creating or editing an invoice important date, and are displayed in the grid under the “Frequency” column header.
Agencies
Configure which facility contacts should be listed in the Agency dropdown menu when creating or editing an invoice important date by designating the correct contact types.
To do this, select contact types in the the Available list and use the arrows to move them to the Selected list.
Tip: The contact types in the Available list are managed on the Dropdown List Management page in the Administrative console. The contacts associated with those contact types are managed in the Contact Lists.
Required Fields
Specify which fields are required on the Invoice Important Dates screen when a new record is added.
Note: Facility and Invoice Number are always required, and are not included on this page as selectable fields.
Settings
Specify whether existing records should be automatically updated. When enabled, this setting ensures that when a new invoice important date entry with the same agency name and permit type of an existing record is created, the existing record will be updated (overridden) with the updated information.
Note: This option does not keep a historical record of permit renewals. The same record is updated every time.
Settings
The Settings tab contains miscellaneous options that correspond to the General, Permits, Testing, and Invoices tabs on the Important Dates page, including the confirmation modal and email notification rules.
Modal (Auto-Create Future Records)
By default, any time a new important dates record is marked as completed, a pop-up modal asks the user to confirm the generation of a future record.
To remove this modal from the workflow, select the “Disable Create New Record Confirmation Modal” option and press Save.
If the modal is disabled, the future record will be created automatically based on the frequency and due date of the closed record.
Email Notification Rules
Email notification rules allow you to set up automated email reminders related to important dates at a designated cadence. Multiple notifications can be associated with each rule, allowing a sequence of emails before and after a specific due date as appropriate for your workflow.
Click the pencil edit icon to update an existing rule in the grid, or click Add to create a new rule.
To create a new rule, the Rule Name and Rule Category are required.
Use the Location Filters to designate which facilities will observe this rule. In the image below, a state-specific rule is being created.
Depending on the Rule Category selected, you will also need to select the Type(s) and SubType(s) of Important Date records that will trigger this rule.
Continue scrolling until you reach the grid at the bottom of the modal. This will contain all notification schedules that will apply to this rule. To create a new notification, click Add.
Enter a name, specify email timing, and select an email template. Click Add New to save.
Tip: Not seeing anything in the Email Template dropdown list? Click “Edit Email Templates” to open the Email Templates page in the Administrative Console. Don't worry - a new browser tab will open, and you won't lose your place adding the new notification!
From here, you can add a new template or click the pencil edit icon to update an existing template. To ensure the template appears in the dropdown list, make sure the “Active” checkbox is selected, and the correct Important Dates category is selected in the “Tied To” field.
Regulatory Inspections
The Regulatory Inspections tab is newly added to Important Dates and Important Dates Configuration, and in some ways operates independently from the other tabs.
Settings managed here are available when adding or editing Regulatory Inspections, and are included in the grid for filtering purposes.
Note: In addition to the configuration options here, you may also choose to hide or display sections or fields within the Regulatory Inspections feature using Dynamic Forms. Please contact your Customer Success Manager for assistance!
Dropdown Options
Add new, modify, or disable existing values for the dropdown menus available when creating or editing Regulatory Inspections.
Select a Category to manage the dropdown menu options for that category.
Add a new value by clicking Add New, or edit existing values directly in the grid.
Click Update to save changes.
Tip: The Frequency dropdown menu has its own configuration section: Inspection Frequencies.
Required Fields
Specify which fields are required when a new Regulatory Inspection record is added.
Note: Facility, Inspection Date Time, and Status are always required, and are not included on this page as selectable fields.
Warning: Before October 2024, visible and required fields for Regulatory Inspections were managed in Account Settings. Any updates made in this section today will override legacy selections in Account Settings.
Tip: Regulatory Inspections can be further customized to hide or display fields and sections to meet your needs. Please reach out to your Customer Support Manager or email support@titancloud.com for more information about this option.
Inspection Frequencies
Add new, modify, or disable existing values for the Inspection Frequency dropdown list. This value determines how the Next Inspection date is generated.
Note: The Description is displayed in the dropdown list and the grid, but the Next Inspection Date is auto-populated from the Frequency Period and Frequency Type. Please make sure they match!
Values managed here can be selected for “Inspection Frequency” when creating or editing an Regulatory Inspection record, and are displayed in the grid under the “Inspection Frequency” column header.
Settings
Similar to the settings available for General, Permit, Testing, and Invoice Important Dates, the Regulatory Inspections Settings determine the behaviors related to record completion.
Display “Confirm” pop-up when complete Regulatory Inspections
When this option is enabled, a dialog box prompting the user to confirm will pop up when a Regulatory Inspection record is updated with a Completed status.
Deny completion of Regulatory Inspections when open notices exist
When this option is enabled, Regulatory Inspections cannot be updated with a Completed status if any notices associated with that inspection have an Open status.