This document provides instructions for processing LBT applications using the OptiWorkFlow system. Key steps include: 1. Scanning the completed LBT application and selecting "Scan New Batch" in OptiView Inbox. 2. Accessing the scanned document from your inbox and selecting the "Workflow" button to route it to the LBT process. 3. Filling out the routing form with application details and attaching the scanned file before submitting it, which routes it to Building, Zoning, and Fire for review. 4. Each division completes their designated section and submits it, and after all sections are complete the City Clerk enters the control number and finalizes the application import into

1. OptiWorkFlow for LBTs
1. Afterthe LBT applicationformhasbeencompletedandnotarized,OpenOptiview Inbox
ScanningApplication
2. SelectyourOptiviewInbox bydouble clickingonyourusername. Itwill puta checkmark on the
folderthatyouchoose.
3. Place the LBT applicationinthe scannerandselect“ScanNew Batch”

2. 4. Clickon the Sendbutton
5. OpenOptiview,Selectanapplicationfromthe dropdownmenu
6. Clickon the Mailbox icon

3. 7. In the lefthandcolumn,selectyourinbox folder
8. Rightclickon the documentyouwant tosendto workflow. The documentwillbe highlightedin
blue andthe Workflowbuttonwill become accessible.
9. Selectthe Workflowbutton
10. Double clickthe LBT processthe clickon OK
11. The Routingformwill open

4. a. Checkthe appropriate box:New Business,New Owner(s) Transfer,etc.
b. Enter the name of the business
c. If you clickon the AttachmentsButton,youwill see the scannedapplicationinthe
attachmentslist. Youcan also addadditional attachments.
d. If no additional attachmentsare required,scroll tothe bottomof the formand select
Submit,thenclickonthe GO button.
e. You alsohave the abilityto:
i. Save the Form for Later,
ii. Cancel
iii. Reset
iv. Transfer
f. The Control Numberwill be enteredasone of the final stepsafterFire,Buildingand
Zoninghave submittedtheirformandyouhave enteredthe new BusinessintoSungard
BusinessLicenses
(Topof RoutingForm)

5. 12. To add or viewattachments:
a. Clickon the Attachmentsbuttononthe LBT RoutingForm
b. To attach a file,the Type dropdownshouldbe setto“File”
c. Selectthe Browse buttonandlocate the file youwantto attach
d. Clickon the Addbuttonto add the attachment
e. If you wantto viewthe existingattachments,clickonthe attachmentinthe list
f. Whenyouhave finished,clickonthe Finishbutton
13. Submitthe form
a. At the bottomof the form, there isa drop downlistwithoptions:
b. To Submitthe formto the Workflow,SelectSubmitthenSelectGo
 Submit: Submits the form to the next user or group working with the form. This will invokethe next task
in your process.
 Reject: The form is sentback to the Originator or Billingand Collections(dependingon which Division
rejected the form) An email notification will besent and the form will be placed in the Originator’s
OptiWorkflowInbox or the Billingand CollectionsOptiWorkflowQueue.
 Transfer: Transfers the form to another user or group and stays within the current task.
 Save: Saves the form that is beingfilled out in the user's Inbox on the LiquidOfficeServer. NOTE: This
option does not move incomplete forms to your Saved Items folder. If you have not finished fillingoutthe
form, the form will remain in your Inbox or queue. To save complete forms to your Saved Items folder,
select the completed form and click Save. The process remains on the current task.
 Cancel: Cancels the form submission.The process remains on the current task and the form will be place
in your OptiworkflowInbox.
 Reset: Resets the fields on the form to the default settings.

6. WorkflowBegins
14. Building,Zoningand Fire will receivean email notification thatlooks likethis:
a. Selecteitherlink. Youwill needtologintoOptiworkflow usingthe same usernameand
passwordas yourWindowsusername andpassword.
15. Whenthe form opens, eachdivisionwillbe able tocomplete the sectiondesignatedfortheir
division. Nodivisionwillbe able tomodifythe areaof anotherdivision.
16. If the formneedstobe heldfor anyreason,documentthe reasoninthe notesareason the form
and Select“Save forlater”fromthe dropdownlistat the bottomof the form thenClickthe ‘Go’
button.
17. Whenyour division’s portionof the formiscomplete,selectSubmitfromthe dropdownbox at
the bottomof the formthenclick the ‘Go’button.
18. At anytime, youcan monitoryour workqueue

7. a. OpenInternetExplorerandtype http://optiwf inthe addressbarthenhitEnter. You
can create a shortcuton yourdesktopas well.
b. Clickon the Queuestab.If youdon’tsee your workqueue,clickonthe Show My Queues
button.
19. Aftereveryone portionof the formhasbeenSubmitted,the Cityclerkqueue will be notified
that all forms
20. Afterthe newbusinesshasbeenenteredintoNaviline,the CityClerk’soffice will enterthe
Control numberon the form,thenselectSubmit.
21. The form, all of the notesas well asattachmentswill be importedintoOptiview inthe “License
BusinessTax”application,CORREStab,APPLICATION category.
SanitationandBilling/Collectionswill receiveanemail notificationanda readonlyview of the
formwhere theycan obtainthe Control Numberof the new business. Theywill have read-only
access to the License BusinessTax application,CORREStab,APPLICATION categoryinorderto
acquire whatinformationtheyneedto setupUtilities.