Understanding Visibility in MiEHDWIS

A document can be in one of two visibility status:

1. Externally Visible = Yes

2. Externally Visible = No

In the File Drawer on both the entity-level and activity-level, there are icons that help internal users know if a document is externally visible or not.

The image to the right shows the different icons. The green checkmark under Actions means it is visible, if you hover over the icon in the MiEHDWIS system, it will say “Externally Visible”.

The circle/slash over the checkmark means it cannot be seen by external users. When you hover over that icon it will say “Not Externally Visible”.

With Release 19, Visibility Icons will change. This KBA will be updated to reflect that change.

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Icon for document visibility

1. Default Status is set at File Type creation.

When a File Type is created for a program area in MiEHDWIS, the default external visibility is assigned.

When looking at a File Type Details page, this is denoted in the Is Internal Only section.

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2. Files added by EGLE staff can be set to be externally visible by EGLE staff member.
   If you are interested in to learning to change visibility, please visit Status of Document - Internally or External Visible.
   
   

3. The workflow can also make documents that are generated from templates, externally visible for users.
   For example, if you were issuing a construction permit that was a generated document, the workflow could take a document and, on a transition, automatically make that document visible to an external user.

An activity can be set up in one of three ways:

1. Not Available - The external user cannot see or engaged with the activity. This activity is created internally and is for internal use only.

   1. Documents on Not Available activities are not able to be seen by External Users, even if the document is set to Externally Visible = yes.

   2. Examples of activity that are Not Available:

      1. CWS:

         1. Data Processing for LCU

         2. Escalated Enforcement

         3. Sanitary Survey

         4. Site Visit

         5. Violation Notice

      2. EH:

         1. Update Entity Data

         2. SH Complaints

         3. SWRF Complaints

2. Can View - An external user can see the activity, but they cannot create that activity.

   1. A Can View activity will be initiated by EGLE, traditionally via a bulk process. These are activities that external users need to engage with, but we do not want them creating or deleted them.

   2. Examples of this type of activity are:

      1. CWS:

         1. Action Level Exceedance

         2. Consumer Confidence Report Certification of Distribution

         3. Monitoring Schedule

      2. EH:

         1. EH Licenses

         2. EH Inspections

         3. SH cropping plans

         4. SWRF Authorization

3. Can Create - An external user can initiate the activity.

   1. The external user can create this activity as needed using the Activity Menu.

   2. These activities and the files on these activities are not seen by EGLE staff, until they have been Submitted to EGLE.

   3. Documents on a Can Create activity can be made no longer externally visible, by EGLE staff.

   4. Examples of this type of activity are:

      1. CWS:

         1. Bacteriological Results

         2. Certifier Request

         3. Construction Permit

      2. EH:

         1. Construction Permit

         2. Transfer of Ownership

         3. Add Equipment Applications

         4. Both OWM activities