SEA TNG CAF Walkthrough

Who can do this

Three people carry this walkthrough, and each one needs a different permission set. Assign the set that matches the work. A person who only reviews a CAF must not also receive the coordinator set, and the site guest user must not receive either of the signed-in sets.

Guest submitter

The submission page is public. The person filling it out does not need a user, a permission set, or a community login. The site guest user behind that page already has POS CAF Guest Request Portal. That set lets the form read projects and the facility hierarchy (site, asset, level, zone, and location) and submit the request. Guest sharing rules decide which of those records appear. The set does not let the guest open My Reviews, claim a CAF, approve it, or edit the record afterward.

Leave the guest user on that one set. Do not also assign POS TNG CAF Coordinator or POS CAF Portal Review.

Construction Inspector and Construction Manager

These reviewers sign in to the CAF Community. Their profile is Construction Manager, Construction Inspector, or CAF Community, because those are the profiles the Port contact dropdowns on the form accept. Assign POS CAF Portal Review. It lets them read the request and its schedule, and record the review assigned to them.

• My Reviews lists only the CAFs where this signed-in user, or that user's Contact, is the Construction Manager or Construction Inspector named on the form.
• They can Accept or Deny that review and write the Conditions. A denial needs a comment.
• They cannot claim the CAF, become the COR Manager, change the status, or edit the schedule. Accept or Deny does not do those things.
• My Reviews is not a public page. Opening it without a community login sends the person to sign in.

Coordinator and COR Manager

Calendar, the project Request Console, Open CAFs, the record, Work this CAF, Claim for Review, and Approve Request are for a Salesforce user with POS TNG CAF Coordinator. That set includes the packaged Coordinate Request custom permission (CitiriOS__COS_Coordinate_Request), edit on the Stakeholder Request and the SEA CAF fields, edit on schedules, create and edit on reviews, Print CAF, and the Calendar, CAF Home, and Requests tabs.

Claim for Review and Approve Request appear from the CAF status. The save still requires update access on the Stakeholder Request, which this set provides. In POSBox, a System Administrator who also has this set can claim and approve. Assign it to every coordinator, including administrators, so the SEA fields, CAF tabs, and work-panel Apex are on that user.

Opening a CAF someone else created

Add every Construction Inspector, Construction Manager, and coordinator who must open a CAF they do not own to the public group POS TNG CAF Users. The sharing rule POS TNG CAF Authenticated Access gives that group access to TNG Stakeholder Requests. My Reviews can still list a person's own rows before they are in the group. The record link from that list needs the group. A System Administrator already sees every record.

When access is wrong

• The project or location lists are empty on the public form. The guest user is missing POS CAF Guest Request Portal, or the guest sharing rules for projects and facility records are not in place.
• My Reviews is empty for someone named on the form. They are signed in as a different user than the one selected in the Port contact dropdown, or their Contact is not the contact on that participant row. The permission set does not put every CAF on the list.
• Claim for Review or a status change says the user has no access. Assign POS TNG CAF Coordinator. The panel checks update access on the Stakeholder Request and its Status.
• My Reviews works, and the CAF record does not open. Add the user to POS TNG CAF Users.

1. Guest submission

Start on the public TNG form. You do not sign in, and you do not need a permission set of your own. The page address ends in /tng-caf-submission. The site guest user behind the page has POS CAF Guest Request Portal.

Open TNG CAF Submission

1. Read the instructions, then choose Submit New Request.
2. Set the location. Choose the site asset, level, zone, and location.
3. Identify the submitter and the project. Enter name, mobile, and email. Choose 00 Citiri Training Project. The work-package number is filled in for you. Enter the CAF number in the CAF-Project#-CAF# format, plus additional location information and affected operations.
4. Build the schedule. Enter the start and end date and time. Turn on Repetitive when the work repeats, and check every generated date before you submit.
5. Describe the work and attach files. Explain the construction in plain language. Upload a supporting file, or check No Files Available.
6. Name who to contact. Complete Contractor POC (Primary), and the secondary POC, superintendent, airport operations, submitter, Port Construction Manager, and Port Construction Inspector rows that apply. Submit.
7. Save the SR number from the confirmation. The screen says the request is created.

2. What happens after the guest submits

The form creates a Stakeholder Request in Submitted, plus the schedule occurrences and a Request Participant for each person named on the form. Contractor POC (Primary) is stored as Requester Delegate. Contractor POC (Secondary) is stored as Site Contact. The Port Construction Manager and Port Construction Inspector are stored under those roles.

1. A background job stamps the SEA CAF number as CAF- plus the project code plus the last four characters of the SR number. For the training project that code is TRN-00.
2. COR Manager stays blank. Nobody has claimed the CAF yet. Owner is filled because Salesforce requires it, and it is not the COR Manager.
3. Two emails go out from sea_orat@portseattle.org, and only these two:
   • The submitter receives Your CAF Has Been Received, with the CAF number and links to the community record, the calendar, and a new submission.
   • sea_orat@portseattle.org receives Notification of CAF that May Impact Operations - Please Review, with a link to the Salesforce record.
4. The request is marked so that received notice is not sent again. Construction Managers, Construction Inspectors, and the operations stakeholder groups are not emailed at submit. They are emailed when a COR Manager claims the CAF.
5. Three days later, while the CAF is still Submitted or In Review, the reminder job emails the primary and secondary contractor points of contact who have not yet accepted or denied. Each person receives that reminder once.

3. What stakeholders see in My Reviews

Construction Inspectors and Construction Managers sign in to the CAF Community and open My Reviews. They need POS CAF Portal Review, and they must be the person named on this CAF. The list is the work waiting on that signed-in person. Their decision is optional. It does not claim the CAF and it does not make them the COR Manager.

Open My Reviews

1. Sign in with a Construction Inspector or Construction Manager user.
2. Open the CAF that is waiting on you.
3. Choose Accept or Deny. Write the reason in the review Conditions. That comment stays on that person's Request Review.
4. Accept stores the review as Approved. Deny stores it as Rejected. The decision date and time are stamped. The CAF status does not change because of this step.
5. A coordinator later sees who decided by opening the CAF. The Construction Manager and Construction Inspector rows show the person's name, role, and decision.

4. Calendar and the project Request Console

Sign in to Salesforce as a coordinator with POS TNG CAF Coordinator. Use these two surfaces to find the same CAF and read who the Construction Inspector and Construction Manager are. The Calendar is the approved-work agenda. The Request Console is the Requests tab on the project, and its side panel is where you read one request without leaving the project.

Open the Calendar Open 00 Citiri Training Project

Calendar

1. The Calendar opens in CitiriOS Requests. It lists approved work by date and shows the same work on a timeline.
2. Select the training-project window for the CAF you submitted. Open the record from that window.
3. On the request, the Request participants table names the Construction Inspector and the Construction Manager, their email and phone, and the Accept or Deny decision. The comment is the Conditions on that person's Request Review.

Request Console

1. On 00 Citiri Training Project, open the Requests tab. That tab is the Request Console for every CAF on this project. It stays on the project. It is not on the CAF record page.
2. Select the new CAF in the console. The side panel shows that one request while the rest of the project's CAFs stay in the list.
3. In the panel, find the Construction Inspector and Construction Manager by role. Their names are the people who can Accept or Deny in My Reviews. Open the record when you need the full participant table, their decision, and the Conditions comment.

5. Find it on Open CAFs

Open CAFs is the shortest path to the record you just created. It opens in CitiriOS Requests. Search the SR number, the CAF number, or the submitter name. The same list is the first tab on CAF Home.

Open the Open CAFs list Open CAF Home

1. The columns are SR number, CAF number, project, status, COR Manager, submitter, and requested start and end.
2. A brand-new CAF is Submitted and COR Manager is empty. Click the SR number.
3. Finished work is already filtered out: Completed, Cancelled, Rejected, Expired, Closed - External Work Complete, Closed - Verified, and Closed - With Findings.

6. The record page

Clicking the row opens the Stakeholder Request in CitiriOS Requests. The top of the page is the highlights bar. Under it is Work this CAF, then two tabs: Review and Details.

Highlights bar

• Submit Request shows only while the CAF is Draft.
• Claim for Review shows only while it is Submitted.
• Approve Request shows only while it is In Review.
• Delete is always available.
• Print CAF is always available. It opens a PDF of this request, its schedule, and its participants.

Review tab

• Participants lists each person on the CAF: name, Contact, User, role, and whether they are notified. This is where you see the Construction Inspector, the Construction Manager, the contractor points of contact, and, after a claim, the COR Manager.
• The related lists under that include Request Reviews and Request Schedules. A review row is one person's decision: reviewer, review group, status, decision time, and Conditions. A schedule row is one occurrence, with its start, end, and status.
• Files holds the drawings and other uploads from the guest form and anything added later on the record.

Details tab

Details is the field record: Request Information, Submitter Information, Request Details, Location, Approval (including COR Manager and approval conditions), Permit & Safety, and System Information. Maintenance Campaign appears for that kind of work. EAM Integration appears when the request is tied to an EAM record.

7. Work this CAF

Work this CAF is the manage-request panel on the record. The badge is the Salesforce status. The line under it is the stage name used in the old process: Submitted, Processing, Processed, Active, or Completed. The panel also shows whether ORAT has been notified, who the COR Manager is, and when stakeholders were notified.

1. Update & Review

1. Confirm the project and CAF number. Correct intake here.
2. Read Request participants. Each row is a person, with role, name, email, phone, and whether they are a Contact or a User. The Decision column is that person's Accept or Deny.
3. Use Next status action for the moves allowed from the current status. Record final requirements in Approval Conditions, then Save. Attach any missing drawings under Supporting files. A comment or a file does not by itself reopen the CAF.

2. Modify & Schedule

1. Update the work package, additional location, and affected operations when the scope changes.
2. Choose One occurrence and Save occurrence for a single date. Choose All occurrences to set shared hours or status, or to shift the series. Preview every old and new range, then apply. Cancelled and skipped rows stay as they are.
3. On an Approved or Conditionally Approved CAF, a change to dates, recurrence, or affected operations sends the CAF back to Submitted and clears the review, decision, and stakeholder-notified stamps. The next Claim for Review sends the review notices again and restarts the 48-hour clock.
4. On an In Progress or Extended CAF, that same change leaves the work active. It clears those three stamps and sends the review notices immediately. It does not return the CAF to Submitted, and the 48-hour auto-approve does not restart.

8. Claim for Review, then Approve

Do this from the highlights bar on the record. The same claim also runs if someone who is not the current COR Manager changes the status from the Work this CAF panel.

Claim for Review — status becomes In Review (stage: Processing)

1. Claim for Review is available only while the CAF is Submitted. It sets the status to In Review.
2. The person who clicked it becomes COR Manager.
3. The system adds a Request Review for that user in the group SEA ORAT Review. The review is not required, and its status is Pending.
4. The same user is added as a Request Participant with role Other and notes COR Manager. The participant role list cannot store a COR Manager value.
5. Because this is the first move into review, these emails go out, and the CAF is stamped so they are not sent again:
   • sea_orat@portseattle.org receives the ORAT review notice, with the Salesforce record link.
   • Each Requester Delegate, Site Contact, Construction Manager, and Construction Inspector receives the initial contact notice.
   • Members of the operations stakeholder groups receive the new request notice.
6. Stakeholders notified is stamped at this moment. That stamp starts the 48-hour clock.

Approve Request — status becomes Approved (stage: Processed)

1. Approve Request is available only while the CAF is In Review.
2. The status becomes Approved. Approved Date is stamped, and that person's SEA ORAT Review is set to Approved with the decision date and the last decision time.
3. If the person approving is not already the COR Manager, they become the COR Manager and receive the same review and participant rows described above.
4. The decision emails go out once:
   • The submitter receives the status-change notice, including the approval conditions.
   • The same four participant roles receive the contact result notice.
   • The operations stakeholder groups receive the decision notice.
5. Reject Request, from the Work this CAF panel while the CAF is In Review, sends that same decision set and stores the status as Rejected, which the stage bar shows as Denied.
6. If the CAF is still In Review 48 hours after stakeholders were notified, the hourly POS CAF Clock sets it to Approved and writes Automatically approved. into Approval Conditions when that field is blank. The clock does not claim a COR Manager. The decision emails still go out.

9. From approved work to close

After approval, the hourly clock moves the CAF. It does not send a close email. Schedule rows, when they exist, define the window. Otherwise the requested start and end are used.

1. Approved stays Approved until the first occurrence starts. The stage bar reads Processed. The COR Manager can still reopen it for a date or scope change, which returns it to Submitted.
2. In Progress (stage: Active). When the first start time has passed, the clock sets In Progress. No email is sent. From here the panel can extend the work to Extended, which stays Active, or cancel it. It cannot be sent back to Submitted, In Review, or Approved.
3. Completed. Twenty-four hours after the last occurrence ends, the clock sets Completed. The stage bar reads Completed. No close email is sent.
4. Closed, including Closed - Verified. Completed, Closed - External Work Complete, Closed - Verified, and Closed - With Findings all display as Closed. The clock stops at Completed and does not send a close email. Work this CAF does not offer a button for those closed statuses. When someone sets Closed - Verified, or another closed status, on the record after the work has been checked, the COR Manager is recorded if that person is not already the manager. A participant is not added, because participants are locked on a closed request, and no email is sent.