CWS Monitoring Schedule Process
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. Learn more about merging, splitting, and extracting PDFs documents on the Managing PDFs KBA.
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”
Transition the Active Monitoring Schedules to a Closed status prior to bulk uploading the new Monitoring Schedule Activities.
Transition Active Monitoring Schedules to a Closed Status
Click on Activities from the left navigation menu.
Perform the following search:
Activity Type: Community Water Supply - Monitoring Schedule
Subdistrict: Based on area of coverage
Activity Status: Is Active
On the Activities Search result page, choose the Actions tab in the right-hand corner, then choose Bulk Transition.
On Bulk Transition dialog box, choose Closed as the Transition to Status.
Click Submit.
Document Upload Process - Bulk Activity Creation
Click on Documents from the left navigation menu.
Click on the Upload Cloud.
On the Global File Upload screen, select Community Water Supply as the Entity Type.
Click Next.
Click the Click to browse button to search for files to upload or drag and drop the files to the screen.
Select all the files by clicking on the small check box next to File Name, then click the Bulk Update Button.
On the pop-up dialog box, pick the File Type of Monitoring Schedule, enter the file Submitted 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.
Back on the Global File Upload screen, finish filling out the required fields by entering the Entity information for each file, then click Next.
You’ll be prompted to review the files you uploaded; you can click the Back button to make revisions if needed.
From the Activity Type drop down list, select Monitoring Schedule. Then click the Create and Upload button.
On the Multiple Activities Confirmation dialog box, click the Create and Upload button.
A new screen will appear, displaying all the documents you just uploaded.
Keep note of the Bulk Upload ID at the top of the table, in case you need to do a document search for the list.
The workflow is configured to transition the Draft Monitoring Schedule Activities to Active overnight. However, you can still manually transition the activities if you choose.
Upon transition from Draft to Active, the activity Submitted Date will automatically set to the date the activity became Active and a notification will be sent to the water supply.
The Monitoring Schedule activities are externally visible (Can View). External users can locate and download copies of any Monitoring Schedule files that are marked externally visible.
Revised, Reminders, and New Monitoring Schedules
Process for one-off edits, mid-year reminders, and the next years monitoring schedules.
Only one monitoring schedule activity should be “Active” at a given time for a water supply.
Revised, reminders, and new monitoring schedules should be uploaded to new activities.
You can include “reminder” or “revised” in the activity/file name to provide more context to the activity/file.
Schedules can be bulk created via the process outlined above or individually created from the Create button on entity’s Activities tab.
Activities with revised documents or reminder schedules can be linked to the original activity via the Links drawer.
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.
Still need help? Did an error occur when performing this process? Submit a ticket to the Internal MiEHDWIS Help Desk and someone from our team will get back with you.