Records

(Overview and guidelines on creating records)

Records

Name App Type Scope Auth Type Resource URI Civic Platform version
Create Partial Record All records No auth required POST /v4/records/initialize 7.3.2
Create Record All records Access token POST /v4/records 7.3.2
Create Record User Comments (Deprecated in V4) Citizen records Access token POST /v4/records/{recordId}/usercomments 7.3.2
Create Record Votes Citizen records Access token POST /v4/records/{recordId}/votes 7.3.2
Create Related Details for Record All records Access token POST /v4/records/{recordId}/related 7.3.2
Delete Records All records Access token DELETE /v4/records/{ids} 7.3.3
Delete Related Details from Record Agency records Access token DELETE /v4/records/{recordId}/related/{childRecordIds} 7.3.2
Describe Required Record Attributes All records Access token GET /v4/records/describe/create 7.3.2
Finalize Record All records Access token POST /v4/records/{recordId}/finalize 7.3.2
Get Additional Details for Record All records Access token GET /v4/records/{recordId}/additional 7.3.2
Get All Records All records No auth required GET /v4/records 7.3.2
Get All Related Details for Record All records Access token GET /v4/records/{recordId}/related 7.3.2
Get All User Comments for Record (Deprecated in V4) Citizen records Access token GET /v4/records/{recordId}/usercomments 7.3.2
Get All Votes for Record Citizen records Access token GET /v4/records/{recordId}/votes 7.3.2
Get My Records All records Access token GET /v4/records/mine 7.3.2
Get Record Votes Summary All records Access token GET /v4/records/{recordId}/votes/summary 7.3.2
Get Records All records No auth required GET /v4/records/{ids} 7.3.2
Update Additional Details for Record All records Access token PUT /v4/records/{recordId}/additional 7.3.2
Update Record All records Access token PUT /v4/records/{id} 7.3.2

Records/Activities

Name App Type Scope Auth Type Resource URI Civic Platform version
Create Record Activities Agency records Access token POST /v4/records/{recordId}/activities 7.3.3.2
Get All Record Activities Agency records Access token GET /v4/records/{recordId}/activities 7.3.3.2
Update Record Activity Agency records Access token PUT /v4/records/{recordId}/activities/{id} 7.3.3.2

Records/Addresses

Name App Type Scope Auth Type Resource URI Civic Platform version
Create Record Addresses All records Access token POST /v4/records/{recordId}/addresses 7.3.2
Delete Record Addresses All records Access token DELETE /v4/records/{recordId}/addresses/{ids} 7.3.2
Get All Addresses for Record All records No auth required GET /v4/records/{recordId}/addresses 7.3.2
Update Record Address All records Access token PUT /v4/records/{recordId}/addresses/{id} 7.3.2

Records/Assets

Name App Type Scope Auth Type Resource URI Civic Platform version
Add Assets to Record Agency records Access token POST /v4/records/{recordId}/assets 9.0.0
Delete Assets from Record Agency records Access token DELETE /v4/records/{recordId}/assets/{ids} 9.0.0
Get All Record Assets Agency records Access token GET /v4/records/{recordId}/assets 9.0.0

Records/Comments

Name App Type Scope Auth Type Resource URI Civic Platform version
Create Record Comments Agency records Access token POST /v4/records/{recordId}/comments 7.3.2
Delete Record Comments Agency records Access token DELETE /v4/records/{recordId}/comments/{ids} 7.3.2
Get All Comments for Record All records Access token GET /v4/records/{recordId}/comments 7.3.2
Update Record Comment Agency records Access token PUT /v4/records/{recordId}/comments/{id} 7.3.2

Records/ConditionApprovals

Name App Type Scope Auth Type Resource URI Civic Platform version
Create Record Approval Conditions Agency records Access token POST /v4/records/{recordId}/conditionApprovals 7.3.2
Delete Record Approval Conditions Agency records Access token DELETE /v4/records/{recordId}/conditionApprovals/{ids} 7.3.2
Get All Approval Conditions for Record All records Access token GET /v4/records/{recordId}/conditionApprovals 7.3.2
Get Record Approval Condition All records Access token GET /v4/records/{recordId}/conditionApprovals/{id} 7.3.2
Update Record Approval Condition Agency records Access token PUT /v4/records/{recordId}/conditionApprovals/{id} 7.3.3.2

Records/Conditions

Name App Type Scope Auth Type Resource URI Civic Platform version
Create Record Conditions Agency records Access token POST /v4/records/{recordId}/conditions 7.3.2
Delete Record Conditions Agency records Access token DELETE /v4/records/{recordId}/conditions/{ids} 7.3.2
Get All Conditions for Record All records Access token GET /v4/records/{recordId}/conditions 7.3.2
Get Record Condition All records Access token GET /v4/records/{recordId}/conditions/{id} 7.3.2
Update Record Condition Agency records Access token PUT /v4/records/{recordId}/conditions/{id} 7.3.2
Get History for Record Condition All records Access token GET /v4/records/{recordId}/conditions/{id}/histories 9.0.0

Records/Contacts

Name App Type Scope Auth Type Resource URI Civic Platform version
Create Record Contact Addresses All records Access token POST /v4/records/{recordId}/contacts/{contactId}/addresses 7.3.2
Create Record Contacts All records Access token POST /v4/records/{recordId}/contacts 7.3.2
Delete Record Contact Addresses All records Access token DELETE /v4/records/{recordId}/contacts/{contactId}/addresses/{ids} 7.3.2
Delete Record Contacts All records Access token DELETE /v4/records/{recordId}/contacts/{ids} 7.3.2
Get All Addresses for Record Contact All records Access token GET /v4/records/{recordId}/contacts/{contactId}/addresses 7.3.2
Get All Contacts for Record All records Access token GET /v4/records/{recordId}/contacts 7.3.2
Get Record Contacts Custom Forms All records Access token GET /v4/records/{recordId}/contacts/{contactId}/customForms 7.3.2
Get Record Contacts Custom Forms Meta All records Access token GET /v4/records/{recordId}/contacts/{contactId}/customForms/meta 7.3.2
Update Record Contact All records Access token PUT /v4/records/{recordId}/contacts/{id} 7.3.2
Update Record Contact Address All records Access token PUT /v4/records/{recordId}/contacts/{contactId}/addresses/{id} 7.3.2
Update Record Contact Custom Forms All records Access token PUT /v4/records/{recordId}/contacts/{contactId}/customForms 7.3.2

Records/Contacts/CustomTables

Name App Type Scope Auth Type Resource URI Civic Platform version
Get All Custom Tables for Record Contact Agency records Access token GET /v4/records/{recordId}/contacts/{contactId}/customTables?fields={fields}&lang={lang} 8.0.3
Get Metadata of a Record Contact Custom Table Agency records Access token GET /v4/records/{recordId}/contacts/{contactId}/customTables/{tableId}/meta 8.0.3
Get Metadata of All Record Contact Custom Tables Agency records Access token GET /v4/records/{recordId}/contacts/{contactId}/customTables/meta 8.0.3
Update Record Contact Custom Tables Agency records Access token PUT /v4/records/{recordId}/contacts/{contactId}/customTables 8.0.3

Records/Costs

Name App Type Scope Auth Type Resource URI Civic Platform version
Delete Record Costs All records Access token DELETE /v4/records/{recordId}/costs/{ids} 9.0.0
Get Record Costs All records Access token GET /v4/records/{recordId}/costs 9.0.0

Records/CustomForms

Name App Type Scope Auth Type Resource URI Civic Platform version
Get All Custom Forms for Record All records No auth required GET /v4/records/{recordId}/customForms 7.3.2
Get Metadata of All Record Custom Forms All records No auth required GET /v4/records/{recordId}/customForms/meta 7.3.2
Get Metadata of a Record Custom Form All records No auth required GET /v4/records/{recordId}/customForms/{formId}/meta 7.3.2
Update Record Custom Forms All records Access token PUT /v4/records/{recordId}/customForms 7.3.2

Records/CustomTables

Name App Type Scope Auth Type Resource URI Civic Platform version
Get All Custom Tables for Record All records No auth required GET /v4/records/{recordId}/customTables 7.3.2
Get Metadata of All Record Custom Tables All records No auth required GET /v4/records/{recordId}/customTables/meta 7.3.2
Get Metadata of a Record Custom Table All records No auth required GET /v4/records/{recordId}/customTables/{tableId}/meta 7.3.2
Get Record Custom Table All records No auth required GET /v4/records/{recordId}/customTables/{tableId} 7.3.2
Update Record Custom Tables All records Access token PUT /v4/records/{recordId}/customTables 7.3.2

Records/Documents

Name App Type Scope Auth Type Resource URI Civic Platform version
Create Record Documents All records Access token POST /v4/records/{recordId}/documents 7.3.2
Delete Record Documents All records Access token DELETE /v4/records/{recordId}/documents/{documentIds} 7.3.2
Get All Document Categories for Record All records Access token GET /v4/records/{recordId}/documentCategories 7.3.2
Get All Documents for Record All records Access token GET /v4/records/{recordId}/documents 7.3.2

Records/Fees

Name App Type Scope Auth Type Resource URI Civic Platform version
Create Record Fees Agency records Access token POST /v4/records/{recordId}/fees 7.3.2
Estimate Record Fees All records Access token PUT /v4/records/{recordId}/fees/estimate 7.3.3
Get All Fees for Record All records Access token GET /v4/records/{recordId}/fees 7.3.2

Records/Inspections

Name App Type Scope Auth Type Resource URI Civic Platform version
Get All Inspection Types for Record All records Access token GET /v4/records/{recordIds}/inspectionTypes 7.3.2
Get All Inspections for Record All records Access token GET /v4/records/{recordId}/inspections 7.3.2

Records/Invoices

Name App Type Scope Auth Type Resource URI Civic Platform version
Create Record Invoice All records Access token POST /v4/records/{recordId}/invoices 7.3.3.2
Get All Record Invoices Agency records Access token GET /v4/records/{recordId}/invoices 9.0.0

Records/Owners

Name App Type Scope Auth Type Resource URI Civic Platform version
Create Record Owners All records Access token POST /v4/records/{recordId}/owners 7.3.2
Delete Record Owners All records Access token DELETE /v4/records/{recordId}/owners/{ids} 7.3.2
Get All Owners for Record All records Access token GET /v4/records/{recordId}/owners 7.3.2
Update Record Owner All records Access token PUT /v4/records/{recordId}/owners/{id} 7.3.2

Records/Parcels

Name App Type Scope Auth Type Resource URI Civic Platform version
Create Record Parcels All records No auth required POST /v4/records/{recordId}/parcels 7.3.2
Delete Record Parcels All records Access token DELETE /v4/records/{recordId}/parcels/{ids} 7.3.2
Get All Parcels for Record All records No auth required GET /v4/records/{recordId}/parcels 7.3.2
Update Record Parcel All records Access token PUT /v4/records/{recordId}/parcels/{id} 7.3.2

Records/PartTransaction

Name App Type Scope Auth Type Resource URI Civic Platform version
Create Record Part Transaction All records Access token POST /v4/records/{recordId}/partTransaction 7.3.3
Get Record Part Transaction All records Access token GET /v4/records/{recordId}/partTransaction 7.3.3
Void Record Part Transactions All records Access token DELETE /v4/records/{recordId}/partTransaction/{ids} 7.3.3

Records/Payments

Name App Type Scope Auth Type Resource URI Civic Platform version
Get Record Payment All records Access token GET /v4/records/{recordId}/payments/{paymentId} 7.3.2
Get All Payments for Record All records Access token GET /v4/records/{recordId}/payments 9.0.0

Records/Professionals

Name App Type Scope Auth Type Resource URI Civic Platform version
Create Record Professionals All records Access token POST /v4/records/{recordId}/professionals 7.3.2
Delete Record Professionals All records Access token DELETE /v4/records/{recordId}/professionals/{ids} 7.3.2
Get All Professionals for Record All records Access token GET /v4/records/{recordId}/professionals 7.3.2
Update Record Professional All records Access token PUT /v4/records/{recordId}/professionals/{id} 7.3.2

Records/TrustAccounts

Name App Type Scope Auth Type Resource URI Civic Platform version
Get All Trust Accounts for Record All records Access token GET /v4/records/{recordId}/trustAccounts 7.3.3.4

Records/WorkflowTasks

Name App Type Scope Auth Type Resource URI Civic Platform version
Get All Statuses for Workflow Task All records Access token GET /v4/records/{recordId}/workflowTasks/{id}/statuses 7.3.2
Get All Workflow Task History for Record All records Access token GET /v4/records/{recordId}/workflowTasks/histories 7.3.2
Get All Workflow Tasks for Record All records Access token GET /v4/records/{recordId}/workflowTasks 7.3.2
Get Record Workflow Task All records Access token GET /v4/records/{recordId}/workflowTasks/{id} 7.3.2
Get Workflow Task Comment Histories All records Access token GET /v4/records/{recordId}/workflowTasks/comments/histories 7.3.2
Update Record Workflow Task Agency records Access token PUT /v4/records/{recordId}/workflowTasks/{id} 7.3.2

Records/WorkflowTasks/CustomForms

Name App Type Scope Auth Type Resource URI Civic Platform version
Get All Custom Forms for Record Workflow Task All records Access token GET /v4/records/{recordId}/workflowTasks/{taskId}/customForms 8.0.3
Get Metadata of All Custom Forms for Record Workflow Task Agency records Access token GET /v4/records/{recordId}/workflowTasks/{taskId}/customForms/meta 8.0.3
Update Custom Forms for Record Workflow Task Agency records Access token PUT /v4/records/{recordId}/workflowTasks/{taskId}/customForms 8.0.3

Settings/Records

Name App Type Scope Auth Type Resource URI Civic Platform version
Get All Asset Types for Record Type Agency records Access token GET /v4/settings/records/types/{recordTypeId}/assetTypes 9.0.0
Get All Custom Forms for Record Type All records No auth required GET /v4/settings/records/types/{id}/customForms 7.3.2
Get All Custom Tables for Record Type All records No auth required GET /v4/settings/records/types/{id}/customTables 7.3.2
Get All Fee Schedules for Record Type All records Access token GET /v4/settings/records/types/{id}/fees/schedules 7.3.2
Get All Record Construction Types All records Access token GET /v4/settings/records/constructionTypes 7.3.2
Get All Record Expiration Statuses All records Access token GET /v4/settings/records/expirationStatuses 7.3.2
Get All Record Types All records No auth required GET /v4/settings/records/types 7.3.3.2
Get All Statuses for Record Type All records Access token GET /v4/settings/records/types/{id}/statuses 7.3.2

 

Overview:

Records

The record object is the main transactional object in Civic Platform. It includes associations to many other system objects.

Agencies define record types via Civic Platform Administration to support the general business practices of the agency and the unique processing requirements for individual records. These record types define groupings of business objects (permits, for example) for which the system applies a common data model and common complex processes, such as the application intake form, permits, workflow, inspection schedules, fees, and so forth.

When you create a record, Civic Platform:

  • Creates an instance of a record type and stores information related to a specific user application, case, license, permit, service request, work order, and so forth.

  • Acts on the record in accordance with the business processes defined for the record type from which the record was instantiated.

  • Creates instances of sub-objects (address, parcel, owner, documents, workflow, fee schedule, and so forth) related to the record.

Depending on the agency's needs and the type of service users apply for, users may be required to fill in custom information when they submit an application. Custom information is stored in custom forms and custom tables, which can also be associated to a record.

When a user submits the completed application intake form, the system creates a new instance of the specified record type and sets its status to the first task of the workflow associated with record type. After end users create the initial application record, record data and component data associated with the record, can be updated or added. This includes such items as workflow status, inspection results, fees, and so forth.

Creating Records

Getting required record attributes:

A record type has specific attributes required by the agency's business rules and processes. When a user submits an application to create a record, your app should indicate to the user which fields are required and provide valid values for dropdown lists, etc. Use Describe Required Record Attributes to determine the required attributes. Additional methods that are useful for gathering the setup required to submit an application are Get All Custom Forms for Record Type and Get All Custom Tables for Record Type.

Two ways to create records with the Construct API:

  • Use Create Record.

    Create Record enables you to create a new record within Civic Platform. The Create Record API creates a full record in Accela, similar to submitting a record in the back office. Submitting a record via Create Record will trigger the business rules engine event ApplicationSubmitAfter. Once created, if the user is a citizen user most objects and attributes become read only.

  • Use Create Partial Record and Finalize Record in tandem.

    Create Partial Record and Finalize Record are always used together. Creating a partial record creates a temporary record within Civic Platform. A temporary record can be updated as much as needed; for example, an applicant fills out as much of the application as they can but need to gather additional data to finish. Create Partial Record triggers the business rules engine event ApplicationSubmitAfter

    The Create Partial Record will allow the user to save their application and resume it later without having to submit. When the user comes back later and completes the application, then Finalize Record is called to change the temporary record to a full record and officially submit. Finalize Record triggers the business rules engine event ConvertToRealCapAfter.

Both Create Record and Create Partial Record can create records that include APO, Contacts, Professionals, etc. However, Create Record currently does not support the inclusion of custom forms and custom tables. Because of this, use Create Partial Record and Finalize Record in tandem as described above, unless there is a reason otherwise. Between the Create Partial Record and Finalize Record requests, use the Update Record Custom Forms and Update Record Custom Tables.