Requesting More Information from an External User

Owned by Adrienne Schafer
Last updated: Aug 05, 2024 by Brittany Earles
4 min read

Scenario

You’re on an activity in In Review status, reviewing the files in the Files Drawer. After your review, you determine that more information is needed. To request further information, click Transition, located in the Workflow card on the Activity Overview tab.

There are two different “More Information Needed” options. Guidance for using each of these paths is outlined below, Option 1 - More Information Needed (for supplies with Certifiers) and Option 2 - Email Supply for More Information (for supplies without Certifiers).

IMPORTANT: Certifiers should be sending more information via MiEHDWIS, not email. Certifiers should return to the activity in Waiting on Applicant status and should not create a new activity for the revised submission.

Option 1 - More Information Needed (for supplies with Certifiers)

CHECK: Only use this option if your supply has a Certifier listed in MiEHDWIS.

  1. Click More Information Needed if the water supply has a Certifier in the system.

  2. This transition option will assign the activity to a Certifier and a task will be created for the external user. Remember to send a Message in the Portal or call the supply to communicate what revisions/information is needed.

  3. Note the internal status of the activity changed to Waiting on Applicant.

    1. Externally, the status is More Information Needed.

  4. EGLE staff need to create a Saved Search/Dashboard item to look for things in the Waiting on Applicant status. See example below.

    1. No tasks or assignments for EGLE are created when the activity is transitioned to the Certifier. The dashboard search will help keep track of items EGLE is still waiting on.

  1. EGLE cannot resubmit activities assigned to Certifiers. A Certifier must upload the requested information to the activity in Waiting on Applicant status, certify, and Submit to EGLE (this will change the status back to In Review).

  2. If a Certifier is no longer available to submit (or you mistakenly picked the wrong transition), click No Certifier Available.

  3. This transition will send the activity back to In Review, where you can select a new transition. Continue on to Option 2.

Option 2 - Email Supply for More Information (for supplies with no Certifier)

CHECK: Only use this option if your supply does not have a Certifier listed in MiEHDWIS.

  1. Click Email Supply for More Information if the water supply does not have a Certifier in the system.

    1. This transition option keeps the activity assigned to EGLE and EGLE must email the supply for more information.

    2. There is no longer a Task created for internal users to upload the resubmittal.

  2. Note the status of the activity changed to More Information Needed.

    1. Optional: you could create a Saved Search to track items in the More Information Needed status, but the activity will remain in the assignee’s activity list.

  1. When the water supply emails back, EGLE will need to return to the activity, upload the new information to the Files Drawer, and transition the activity by clicking Information Provided. This will change the status back to In Review.

  2. If the water supply establishes a Certifier that can upload documents, click the Certifier Will Upload Files option. This will assign the activity to the Certifier, update the internal status of the activity to Waiting on Applicant and create a task in the Customer Portal for the external user. 

  3. The Activity will then proceed down Option 1.  

Example Waiting on Applicant Search

Modify the Activity Types and Subdistricts to fit your needs.

Trouble Transitioning the Activity?

It may be because there are open tasks in the Customer Portal. Before accepting an activity, make sure all tasks are completed/deleted.