Setting up SolarAPP+ With Accela

This guide helps jurisdictions configure their Accela system to support SolarAPP+ permitting. The goal is to enable contractors to receive instant permit issuance after completing SolarAPP+ review and paying local fees in Accela.

Step 1: Get the SolarAPP+ Permit Template File

Before setting up the SolarAPP+ record type in Accela, you’ll need to request and download the preconfigured permit template ZIP file provided by the SolarAPP+ team.

This ZIP file contains all configuration elements needed to launch SolarAPP+ in your Accela environment, including record types, workflows, fee schedules, document types, and custom fields.

• 1. Submit the Request Form

  • Visit the official SolarAPP+ template request form:

    https://us.openforms.com/Form/912db030-96e5-4c80-8931-22ac0dd0d5a5

  • Complete the form with your jurisdiction’s details.

• 2. Download the Permit Template

  • After submitting the form, you’ll receive an email with a download link to the template file.

  • The file will be titled:

    Residential Solar Permit with SolarAPP.zip

• 3. Save the File Securely

  • Download the ZIP file and store it in a location accessible to your permitting system administrator.
  • Do not unzip the file — you will upload it as-is in the next step.

Step 2: Import the Template into Accela

Now that you have the SolarAPP+ permit template ZIP file, you’ll import it into your Accela environment using the Admin Tools.

1. Open Accela Admin Tools

• Log in to Accela Administration with appropriate permissions (usually an admin or configuration-level role).

• Navigate to:

  Admin Tools > Data Manager

2. Use the Import Function

• In the Data Manager, select the Import tab.

• Click Browse, then locate and upload the ZIP file you received from SolarAPP+:

  Residential Solar Permit with SolarAPP.zip

  Ensure the target module is set correctly:

  • Usually: Building
  • If your agency uses a custom module name, map it accordingly.

3. Handle Any Fee Schedule Conflicts

• During the import, you may be prompted about potential fee schedule conflicts.

  Select “Override” if you are comfortable replacing existing data with the SolarAPP+ version.

  • This is typically safe in test or new environments.

4. Confirm Import Success

Once the import is complete, verify the following elements have been installed:

Step 3: Customize the Online Application (Page Flow) for Instant Issuance

To ensure all SolarAPP+ permits are issued instantly after application and payment, follow these steps:

1. Open Accela Citizen Access Admin (ACA Admin).

   Navigate to:

   Page Flow > BLDG_Residential_Solar_wSolarApp

   

2. Review and edit:
   • The order and visibility of steps
   • Instructions shown to contractors
   • Field labels (e.g., “Is this from SolarAPP+?”)
3. Scroll to the Final Step and click Configure next to “Enable Certification.”
   • Add your legal disclaimer or contractor agreement text here.

   • Ensure the associated workflow is configured to issue the permit automatically after payment

     

Step 4: Set Up Your Permit Fees

Next, configure your permit fees so that contractors are charged the appropriate amounts when submitting a SolarAPP+ application. The SolarAPP+ fee itself is collected separately through Stripe, so you only need to manage your local agency’s fees.

1. Open the Fee Schedule Manager

• In Accela Admin, go to:

  Financial Administration > Fee Schedule Manager

• Locate the fee schedule named:

  BLDG_RES_PV

2. Review and Edit Local Fees

Within the BLDG_RES_PV fee schedule, ensure your fees are accurate and meet your agency’s requirements:

• Confirm the $50 Administrative Fee (typically: BLDGRESPV01 ) is included and correctly coded. This fee does not need to be implemented, it is a placeholder and can be removed when other fees are configured.

  Add any additional local fees that apply to solar permits, such as:

  • Inspection fees
  • Plan check or review fees
  • Technology or automation surcharges
• Use meaningful codes and descriptions to make each fee clear to contractors.

3. Enable Auto-Assess for Key Fees

For any fees that should be automatically added to the application:

• Check the “Auto Assess” box in the fee item’s configuration.
• This ensures fees appear without manual intervention when the SolarAPP+ record type is selected.

Accela can calculate fees based on system size, valuation, or other fields using formulas. You can configure this in the fee item’s calculation settings.

4. Do Not Add the SolarAPP+ Fee

The SolarAPP+ administrative fee is already collected by SolarAPP+ using Stripe and should not be duplicated in your Accela system.

• You may optionally add a $0 line item labeled “SolarAPP+ Admin Fee (Paid via Stripe)” to make it visible for tracking.

Step 5: Enable Document Uploads for Contractors

To ensure contractors can upload all required documents during the application and revision process, enable document types and attachment permissions in ACA Admin.

1. Open ACA Admin > Access Control > Attachments

• Navigate to:

  ACA Admin > Access Control > Attachments

  

2. Enable SolarAPP+ Document Types

Make sure the following document types are enabled for uploads on the SolarAPP+ record type:

• These must be uploadable during both the initial application and any revisions or amendments.

3. Verify Access by Record Type and Role

• Confirm that contractors can upload documents to the SolarAPP+ record type.

  Ensure visibility and access are granted for:

  • Record statuses: Draft, Submitted, Issued
  • Roles: Contractor, Applicant

Use ACA Admin > Record Type settings to manage attachment permissions at each workflow status.

Step 6: Check the Custom Fields

SolarAPP+ relies on a specific set of custom fields to connect applications in your permitting system to verified projects in the SolarAPP+ platform. These fields are added during the template import (Step 2) and should not be removed or altered without careful review.

1. Open the Custom Fields Group

• In Accela Admin, go to:

  Admin Tools > Custom Fields (ASI Group)

• Locate and open the group labeled:

  BLDG_RES_SA

This group contains the Application-Specific Information (ASI) fields used to store SolarAPP+ project data.

2. Review and (Optionally) Rename Fields

You can update field labels to match your jurisdiction’s preferred terminology or style:

• Example: Change “Installer License Number” to “Contractor License #” if that’s more familiar locally.
• You can also add new fields (e.g., zoning info, GIS codes) as needed for your workflow.

Important: Renaming is safe as long as the underlying field names (IDs) are not changed.

3. DO NOT DELETE Required Fields

The following fields are critical to ensuring successful SolarAPP+ integration:

• Deleting or disabling these fields will break the connection to SolarAPP+ and may result in application failures.

If you're unsure which fields came from SolarAPP+, compare the current list with the template ZIP file contents.

Step 7: Turn On Built-In Validations

These built-in validations help reduce errors and ensure that only eligible SolarAPP+ projects are submitted through the fast-track workflow.

1. Confirm Key Validation Rules

Ensure that the following validation rules are enabled in your system:

• The SolarAPP+ ID is required. Applications without a SolarAPP+ ID should be blocked from continuing.
• Contractors must upload all required documents (e.g., SolarAPP Approval, Spec Sheets) before they can submit their applications.
• Applications that do not meet the above criteria (i.e., invalid ID or missing documents) should not be allowed to proceed in the fast-track workflow.

You can manage these settings in Accela Citizen Access (ACA) Admin by confirming that the required fields are marked as "Required" and that the necessary attachments are enabled.

2. Require Uploads of SolarAPP+ Documents

Make sure that contractors are required to upload specific documents as part of the application process. The critical documents include:

• SolarAPP Approval
• SolarAPP Spec Sheets

To configure this, go to ACA Admin > Access Control > Attachments and ensure these document types are enabled. Additionally, confirm that the application form includes these document requirements and that contractors cannot submit the application without uploading the necessary files.

3. Block Non-SolarAPP+ Projects from the Fast-Track Workflow

Ensure that only projects approved by SolarAPP+ can use this streamlined permitting process. This can be configured by:

• Adding a question on the application form that asks, “Is this a SolarAPP+ project?”
• If the answer is "No," redirect the contractor to a different application type (e.g., standard residential solar) rather than allowing them to continue through the fast-track workflow.

This logic can be applied by configuring the Page Flow settings or using custom scripts to automatically prevent non-SolarAPP+ projects from using this workflow.

Step 8: Create a Deep Link to ACA

Direct contractors straight to the solar permit in ACA using this Deep Link format:

https://<your-aca-url>/Cap/CapApplyDisclaimer.aspx?CAPType=Building/Residential/SolarPV/SolarApp&Module=Building

• How to Use This Link:

  • Replace <your-aca-url> with your agency’s specific Accela URL (e.g., "aca-civic.accela.com").
  • This Deep Link will take contractors directly to the SolarAPP+ pre-filled permit application in Accela Citizen Access (ACA).
  • If you haven’t changed the default template setup, this link will work without any further adjustments to the record type or module.

Why It's Important:

Using a Deep Link simplifies the process for contractors by taking them straight to the application form with project details already pre-filled. This reduces errors and saves time by eliminating unnecessary steps in starting the permit process.

Step 9: Allow Revisions (Amendments)

Allowing revisions ensures that contractors can update their permit applications if there are changes to the project after the initial submission or approval.

1. Enable Revisions in ACA Admin

• Go to ACA Admin > Access Control.
• Under Application Status, make sure users can upload new files during revisions.

• Set the record type to be searchable by the contractor role to allow contractors to access and amend their applications.

  

2. Confirm Document Group and Permissions

• Ensure the document group for your SolarAPP+ permits is set to BLDG_SOLARAPP so contractors can upload required documents during the revision process.

• Review role-based permissions to ensure contractors can view, edit, and resubmit their permit applications as needed.

  

3. Test the Revision Workflow

• Submit a test application to confirm that contractors can upload new files and make amendments without encountering any errors.
• Ensure that contractors have access to their applications at all stages: draft, submitted, issued, and amended.

Step 10: Enable Instant Permit Issuance

To streamline the permitting process for eligible solar projects, configure Accela to issue permits automatically after payment, eliminating the need for manual review. This ensures that contractors receive permits quickly and efficiently.

1. Access the Workflow Settings

• Go to Accela Admin > Workflow Settings for the BLDG_SOLARAPP workflow.

• Find the final status in the workflow configuration.

  

2. Set the Final Status to “Permit Issued”

• In the workflow settings, set the final status of the workflow to "Permit Issued".
• This ensures that when all required conditions (such as payment) are met, the permit is automatically issued without additional staff review.

3. Automate Permit Issuance After Payment

• Add logic in the workflow to automatically trigger the issuance of the permit once the payment is processed.
• This can be done by ensuring that the system recognizes when the fee is paid, and automatically updates the permit status to "Permit Issued".

4. Test the Instant Issuance Workflow

• Conduct a test to ensure that once payment is received, the permit is issued automatically without requiring manual intervention.
• Verify that the workflow is running smoothly and that contractors are receiving their permits in minutes.