CWS Monitoring Schedule Process

Owned by Adrienne Schafer
Last updated: Aug 15, 2024 by Brittany Earles
3 min read

These instructions are to be followed once a final document is produced – all drafts, reviews, and finalization efforts occur outside of MiEHDWIS. 

The following process outlines the steps to take to bulk upload final Monitoring Schedules in Eddy after copies have been sent via mail to the water supply. Additional bulk uploading content can be found on the How do I bulk upload documents? page. The Monitoring Schedule file should be a single document (merge of letter and all enclosures) for each water supply. Uniquely naming the files outside will save the time of renaming the files within the system. File Name: “{YEAR} - Monitoring Schedule - {WSSN/PWSID}”, Example: “2024 - Monitoring Schedule - 03134”

Document upload process - Bulk Activity Creation

  1. Click on Documents from the left navigation menu.

  2. Click on the Upload Cloud.

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  3. On the Global File Upload screen, select Community Water Supply as the Entity Type.

  4. Click Next.

  5. Click the Click to browse button to search for files to upload or drag and drop the files to the screen.

    image-20240404-113849.png

  6. Click the small check box under the Bulk Update Selected button and then click the Bulk Update button.

  7. In the pop-up window, pick the File Type of Monitoring Schedule, enter the Received Date [date the monitoring schedule was mailed to the water supply], and enter the year that the monitoring schedule pertains to. Finally, click the Update Selected button.

Received Date will become Submitted Date, come Release 15.

  1. Back on the Global File Upload screen, finish filling out the required fields by entering the Entity information for each file.

  2. Click Next.

  3. You’ll be prompted to review the files you uploaded; you can click the Back button to make revisions if needed.

  4. The Activity Type, Monitoring Schedule, should be prefilled.

  5. Click Upload.

  6. A new screen will appear, displaying all the documents you just uploaded.

    1. Keep note of the Bulk Upload ID at the top of the table, in case you want to do a document search for the list.

  7. The workflow is configured to transition the ‘Draft’ Monitoring Schedule Activities to ‘Active’ overnight. However, you can still manually transition activities if you choose too. Upon transitioning the activity to Active, a notification will be sent to the water supply.

  8. The Monitoring Schedule Activities are externally visible. External Users can locate and download copies any Monitoring Schedule files that are marked externally visible.

Revised, reminder, and new monitoring schedules (process for one-off edits, halfway through the year reminder, and the next years)

  1. Revised, reminder, and new monitoring schedules should be uploaded to new activities.

    1. You can include “reminder” or “revised” in the activity/file name to provide more context to the activity/file.

  2. Schedules can be bulk created via the process outlined above or individually created from the Create button on entity’s Activities tab.

    1. Activities with revised or reminder schedules can be linked to the original activity via the Links drawer.

Only one monitoring schedule activity should be “Active” at a given time for a water supply.

  1. If a new monitoring schedule activity is created, remember to locate the old schedule and transition the activity from an ‘Active’ status to a ‘Closed’ status. If you need to update the statuses for a large number of monitoring schedules, you can bulk transition the activities from ‘Active’ to ‘Closed'.