B-4 · Agency and Program Settings¶
Draft page
Captions marked [confirm] and the "Open items" section are still being verified against the live product.
Book B — Agency Administrator Guide · draft v1 (2026-08-29)
Where: Navigation form ▸ Admin ▸ Settings (permission level 1). The Settings form is a launcher: each button opens one setup screen. [Screenshot of the Settings form will lock the button captions.]
The Settings form — what each button opens¶
| Button [confirm captions] | Opens | Chapter |
|---|---|---|
| City Info | agency name, department, address, logo, Federal EIN, signatories | below |
| Default Settings | agency-wide switches and defaults | below |
| Program Settings | per-program switches (bid emails, CEST, NTP, income method…) | below |
| Program Terms | loan/grant products | B-5 |
| Funding Sources | CDBG / HOME / local … | B-5 |
| Escrow / Fees Setup | fee schedule | B-5 |
| Program Setup (HIP/FTHB) | programs, folder template/storage locations | B-5 / B-8 |
| Status Responsibility | default status checklist per program type | B-5 |
| Income Limits | HUD limits by year | B-6 |
| Word Documents / Coded Names | template registry | B-7 |
| Document Paths | templates folder | B-7 |
| Printing Options | per-document print/email defaults | B-7 |
| Project Folder Setup | subfolder structure | B-8 |
| Lead Paint Inspection Email | inspector address and text | B-10 |
| Email Password / Email Test | shared mailbox | B-3 / B-10 |
| Users | staff records | B-3 |
| Audit Log | viewer | B-13 |
| Open Templates Folder / Open Project Folder | Explorer shortcuts | — |
City Info¶
Agency name and department (title bars, report headers), address, phone, logo (Select Image — converted to PNG for letterheads), Federal EIN (IDIS), and the Contact / Signor 1–4 staff with their supervisor — these are the names that sign letters and contracts. Change a signatory here, not in the templates.
Default Settings (agency-wide)¶
[fields to confirm against the form; known switches:]
- Loan maturity reminder — weeks ahead that Maturing Loans lights up (LoanMaturityReviewWeeksReminder).
- Bank statements required (BankStatementLimit) — the agency default for how many consecutive statements an account needs; it is both the deposit-averaging window and the Document Checklist's statement count. A program can override it on Program Setup (▸ B-5 §1).
- Paystubs required (PaystubCount + PaystubUnit) — the agency default: a number of consecutive paystubs, or months' worth. Programs override it the same way. Used by the Document Checklist (▸ B-5a).
- Income calculation method — HOTMA or Part 5; the asset thresholds ($50,000 HOTMA / $5,000 Part 5, adjust yearly) and the Passbook Percentage Rate (a fraction: 0.004 = 0.40 %). Changing the method re-labels and recalculates every project's asset-income section.
- General Property Improvements (GPI) percentage and Contingency percentage used on the Bid Analysis grid.
- Automated log entries on/off (the ~ entries in Project Messages).
- Outlook classic / New Outlook default for email flows (▸ B-10).
- Portal (ApplicationOS) connection — base URL, client key, licence features (set at onboarding; ▸ B-11).
- Property lookup URL for the Property Profile pull (set at onboarding).
Program Settings (per program)¶
For each program: bid invitation / bid review / bid result email switches and their subject/body text with [bracket] placeholders (use frmSuggestionPopup — start typing [ to pick a field), calendar invite with bid emails, CEST review required, HEROS, SHPO, Mortgage verification required, NTP check, Contractor insurance check (which certificates are tracked: liability, workers' comp, auto, CSLB, business licence, SAM, W-9), Additional insured wording, Unconditional release check, the fiscal-year start (month/day), and the Contractor folder location.
Watch-outs¶
- Settings are agency-wide and immediate — a change shows for every user at their next form open.
- Percentages vs fractions: passbook rate and interest rates are stored as fractions.
0.45here would mean 45 %. - Don't rename programs casually — templates, folder structures and status lists are keyed by program name/type.
- The Upgrade label on the user form and anything under Developer is Housing Programs' maintenance entry; leave it.
Screenshot shot list¶
| Shot | What |
|---|---|
| B04-00 | Settings form (whole) |
| B04-01 | City Info |
| B04-02 | Default Settings |
| B04-03 | Program Settings (one program) |
Open items for John¶
- Settings-form button captions; the full list of Default Settings fields; whether Program Settings is per program or per program type.