Erroneous Submission Examples, Correction Steps, and Compliance Guidance

Incorrect Activity Type Submission

If the wrong Activity Type is created externally:

1. Notify the external user of the Activity Type error.

2. Teach them the correct Activity Type to create in the Activity Menu and the proper File Type to select on the new activity.

3. Wait for the external user to submit correctly, which gives EGLE an updated Copy of Record (COR).

   1. If the external users needs assistance with creating the new activity and uploading files, check out the Resolving Submission Errors for External Users guidance.

4. Link the new activity to the activity created in error.

5. Archive the file(s) on the incorrect activity using the File was associated with the wrong activity Archive Reason.

6. Transition the erroneous activity to Closed/Submitted in Error.

Incorrect File Type but Correct Activity Type Submission

If the wrong File Type is selected by the external user, but the correct Activity Type was selected:

1. Notify the external user of the File Type error.

2. Edit the Details of the file internally by clicking the File Name link on the erroneous file in the files drawer.

3. When the File Details screen appears, select Edit.

4. On the Edit Details screen, locate the File Type field and select the correct type from the drop-down menu.

   1. If the File Type you need isn’t in the list, see the guidance on Incorrect Activity Type Submissions.

5. Click Save.

6. You’ll be take back to the File Details screen where you can check that the File Type field updated.

Wrong Entity Submission

If the external user submits an activity or files to the wrong water supply:

1. Notify the external user they submitted files to the wrong water supply.

2. Tell them to resubmit to the correct entity.

3. Wait for the external user to submit correctly, which gives EGLE an updated Copy of Record (COR).

   1. If the external users needs assistance with creating the new activity and uploading files, check out the Resolving Submission Errors for External Users guidance.

4. Archive the file(s) on the incorrect activity using the File was associated with the wrong entity Archive Reason.

5. Transition the erroneous activity to Closed/Submitted in Error.

New Submission Created Instead of Updating Existing Open Submission

If the external user created a new activity instead of returning to the activity where more information or edits were requested:

1. Notify the external user they should have found the existing activity where more information was requested instead of creating new.

2. Remind the external user how to find their Open Activities from their Dashboard to minimize reoccurrence of similar submittal issues.

3. Link the new activity to the old activity.

4. Archive file(s) on the old activity if needed. For example, if the new activity has file(s) that replace the old file(s), use the File has been replaced Archived Reason.

5. Transition the old activity to Closed/Submitted in Error.

6. Proceed with processing the newest activity submission.

Duplicate Submission

If an external user submits the same activity/file more than once:

1. Notify the external user they don’t need to resubmit again.

2. Remind them how to search for previous submissions if they’re unsure something was submitted via Activity History.

3. Link the duplicate activity to the existing activity.

4. Archive the duplicate file(s) using the File is a duplicate Archive Reason.

5. Transition the duplicate activity to Closed/Submitted in Error.

Resolving Submission Errors for External Users

If the external user needs assistance with creating the new activity and uploading files:

1. Leave all files on the original erroneous activity, but download copies and Archive each file using the Archive Reason appropriate for the situation.

2. Transition the erroneous activity to Closed/Submitted in Error.

3. Create the proper Activity Type, upload the downloaded files to the new activity, choosing the appropriate File Type for each file.

4. Once all files have been uploaded, Link the new activity to the original activity.

5. Transition the activity from Draft to the next step in the workflow, so the activity gets assigned to staff.

Correcting Internal User Upload Errors

If an activity/file was created incorrectly by an internal staff person:

1. Create a new activity with the correct Activity Type and note the Activity ID.

2. Move each file on the incorrect activity to the new activity:

   1. Click the File Name link of each file in the Files drawer on the erroneous activity.

   2. Select the three dot menu on the File Details screen.

   3. Select Move File.

   4. Select Move within entity or Move to Different entity.

      1. You will need to find the activity or entity after moving the file to update the File Type or move the file from the new entity Files Drawer to the activity you created in step 1.

3. After all files have been moved to the new activity, you can delete the erroneous activity.

   1. Select the Details tab on the activity to be deleted.

   2. Click the Delete button.

   3. Type in the Activity ID.

   4. Click Delete.

Compliance Guidance for Submission Errors

Staff may use the Submitted Date of the original file submission for compliance purposes if the only thing wrong with the original submittal was the Activity Type or File Type.