The Schema Behind the Schema Introduction to Accela Automation® Database for Report Writers Kevin Ford Services Consaultant Accela, Inc. The Schema Behind the Schema – Introduction to Accela Automation Database for Report Writers mm.dd.yy, City, ST

Learning Objectives Basic overview of Accela Automation database schema Designed for Report Writers beginning to develop reports for Accela Automation Foundational knowledge for using database documentation

To benefit from this class, You should have . . . Basic understanding of database concepts and terms Functional knowledge of Accela Automation, especially relating to daily operational activities Experience with developing reports for permitting applications

What is a Database Schema? Describes how data is organized Map of database Entities (tables) Their attributes and relationships Represented by Entity Relationship Diagram (ERD)

Types of Data Stored in Accela Automation Database Configuration data Reference data Transaction data Log data

Configuration Data - Examples CAP types Application Specific Info fields Inspection types Fee formulas Workflows

Reference Data - Examples Address Parcel Owner

Transaction Data - Examples Information added to CAP Address Work Description Fees Owner Licensed Professionals, etc. Activities performed on CAP Workflow Inspections Payments, etc.

Log Data - Examples User Logins/Logouts Cashier Session activity Event Manager Script activity

Reports Use Transaction Data Reports usually display transaction data only

Transaction Tables - Overview Accela Automation is Record-centric All daily transactions relate to a Record B1PERMIT is main table Almost all transaction tables store CAP key ID & Agency ID

Primary key for Records Consists of 3 columns CAP Key ID Primary key for Records Consists of 3 columns B1_PER_ID1 B1_PER_ID2 B1_PER_ID3 Not the functional Record # or Permit #

Each column is 5 characters CAP Key ID – 3 Columns Consists of 3 columns B1_PER_ID1 B1_PER_ID2 B1_PER_ID3 Each column is 5 characters

2 digit year + Category Code Example: ‘08BCA’ CAP Key ID: B1_PER_ID1 2 digit year + Category Code Example: ‘08BCA’ Unique Category Code is assigned to each CAP Group & Type when CAP types are configured

CAP Key ID: B1_PER_ID2 Value is always ‘00000’

CAP Key ID: B1_PER_ID3 Left padded sequence number 5 digits, e.g. ‘00001’

CAP Key ID not visible to users CAP Key ID vs. ALT ID CAP Key ID not visible to users Alternative ID used as functional CAP # Permit Number, Case Number, License Number Example: Permit Number BCA2007-0001 ALT ID: ‘BCA2007-0001’ CAP Key ID: B1_PER_ID1 = ’07BCA’ B1_PER_ID2 = ‘00000’ B1_PER_ID3 = ‘00005’

Alternative ID in Use Alt ID is used for “Application No.” and “Permit ID”

Agency ID Column name: SERV_PROV_CODE Distinguishes different agencies’ data in Accela Automation

Hands-on: Finding Table in ERD Open Accela Automation ERD Locate B1PERMIT table with columns listed Hint: Use Adobe Reader’s Find function Find CAP Key ID and Agency ID columns Find Alternative ID column Column name: B1_ALT_ID What information about B1PERMIT can you find in this ERD?

Agency ID and CAP Key ID on All Transaction Tables All transaction tables have Agency ID & CAP Key ID columns SERV_PROV_CODE B1_PER_ID1 B1_PER_ID2 B1_PER_ID3 Exceptions – No CAP Key ID F4RECEIPT table – receipt data F4INVOICE table – invoice data

Agency ID & CAP Key ID in Transaction Tables

Primary Key: Agency ID & CAP Key ID Compound primary key for main permit table B1PERMIT SERV_PROV_CODE B1_PER_ID1 B1_PER_ID2 B1_PER_ID3 Part of primary key for other transaction tables

B1PERMIT: Primary Key Primary key symbols

B3PARCEL: Primary Key

Foreign Key: Agency ID & CAP key ID Foreign Key in one table references Primary Key in another table Transaction tables link to main B1PERMIT table by foreign key Compound foreign key: SERV_PROV_CODE B1_PER_ID1 B1_PER_ID2 B1_PER_ID3

Example: B3PARCEL to B1PERMIT B3PARCEL (foreign key) B1PERMIT (primary key)

Hands-on: Identifying Primary & Foreign Keys Open Accela Automation ERD Find another table that has these columns: SERV_PROV_CODE B1_PER_ID1 B1_PER_ID2 B1_PER_ID3 What columns make up the primary key? What columns make up the foreign key?

Required Joins: Agency ID & CAP Key ID Example from Crystal Report’s Database Expert showing Links

Used as functional CAP # ALT ID is stored in main B1PERMIT table ALT ID: Alternative ID Used as functional CAP # ALT ID is stored in main B1PERMIT table B1_ALT_ID column No other transaction tables store ALT ID Exceptions: ACCOUNTING_AUDIT_TRAIL GPART_TRANSACTION

ALT ID: Alternative ID Most reports display the ALT ID, e.g. Permit Number Most report queries must include B1PERMIT table

Example: Payments Collected Report Payment data from F4PAYMENT table Permit Number from B1PERMIT table

Permit Number Parameter Used to select report data for a specific permit ALT ID (permit #) Used to select data from B1PERMIT Cannot be used directly against other transaction tables

Use Joins to Select Data Select the permit’s B1PERMIT record using ALT ID parameter Get the permit’s other data by joining tables

Custom Fields - Common Types Application Specific Info Task Specific Info APO Custom Attributes People Custom Attributes

Custom Fields – Implementation in Schema One custom field value in one record Primary key – Field Label Application Specific Info Task Specific Info Primary key – Attribute Name APO custom attribute People custom attribute Structure custom attribute

Custom Field Example: Application Specific Info Data on CAP – 8 fields

Custom Field Example: Application Specific Info Data in BCHCKBOX table – 8 records

Custom Fields: Database Functions FN_GET_APP_SPEC_INFO FN_GET_TASK_SPEC_INFO_CS2 FN_GET_ASI_TABLE_VALUE FN_GET_ADDRESS_ATTRIBUTE FN_GET_PARCEL_NBR_ATTRIBUTE FN_GET_CONTACT_ATTRIBUTE

Deleted and Disabled Records Soft Delete Used in transaction data Example: Workflow History (Supervisor function) Flagged as (soft) deleted in REC_STATUS column with value of ‘I’ Deleted record: REC_STATUS = ‘I’ Non-deleted record: REC_STATUS = ‘A’

Deleted and Disabled Records Used in Configuration or Reference Data Flagged as disabled in REC_STATUS column with value of ‘I’ Disabled record: REC_STATUS = ‘I’ Enabled record: REC_STATUS = ‘A’

Common Transaction Tables CAP & Transaction Data Table CAP basic information B1PERMIT, BPERMIT_DETAIL Application Specific Information BCHCKBOX Contacts B3CONTACT Fees F4FEEITEM Inspections G6ACTION Licensed Professionals B3CONTRA Owner B3OWNERS Parcel B3PARCEL Property Address B3ADDRES Workflow GPROCESS

Common Configuration Tables Configuration Data Table Agency information RSERV_PROV Application & Task Specific Info RCHCKBOX CAP Types R3APPTYP Fees RFEEITEM Inspections RINSPTYP Users PUSER, G3STAFFS Workflows SPROCESS, R3STATYP

Common Reference Tables Reference Data Table Addresses L3ADDRES Parcels L3PARCEL Owners L3OWNERS Contacts G3CONTACT Licensed Professionals RSTATE_LIC

Finding Tables for Data Data Dictionary of Common Accela Automation Fields Vantage360 Portlet Data Mapping spreadsheet Accela Automation Data Dictionary spreadsheet

Hands-on: Data Dictionary of Common Accela Automation Fields Open Data Dictionary of Common Accela Automation® Fields Go to Table of Contents and find Workflow What is the name of the table that stores workflow data? Name 2 tables where receipt number is stored

How to Determine Table Type Look for CAP Key ID Look up ERD

How to Determine Table Type Table name prefix Transaction tables usually have prefix of . . . Configuration & Reference tables usually have prefix of . . . B R F L G P X (Cross-reference tables) S

Accela Automation Database Reference Documents ERD (Entity Relationship Diagram) Data Dictionary Data Dictionary of Common AA Fields Accela Vantage360 Portlet Data Mapping Spreadsheet Database Function Reference Guide