Purpose Statement
The ITM Comment History feature enables service providers to view, copy, and reuse previous comments when updating system status in Business Portal. This functionality preserves comment formatting (bullets, numbered lists, paragraphs) and provides clear context about who made each comment and when. By streamlining the comment workflow, service providers can efficiently track system issues, document repairs, and respond to AHJ feedback without retyping lengthy or formatted comments.
Background Information
Service providers frequently need to reference and build upon previous comments when updating system status in ITM submissions. Prior to this feature, comments were difficult to read in cramped spaces, formatting was lost when copied, and tracking the conversation history between providers and AHJs was cumbersome.
The Comment History feature solves these challenges by:
- Providing a dedicated modal for viewing the complete comment timeline
- Preserving all formatting (bullets, numbered lists, paragraph breaks) when viewing and copying comments
- Clearly labeling each comment with the commenter's role (AHJ or Provider), system status, and date
- Enabling quick reuse of the most recent comment with a single click
- Maintaining chronological organization with newest comments displayed first
Common Use Cases:
- Updating AHJ on which issues from a deficiency list have been repaired
- Referencing previous impairment notes when documenting resolution
- Copying formatted checklists from prior inspections and marking completed items
- Tracking the conversation history between service provider and fire department
Required Permissions
To view and reuse ITM comments in Business Portal, users must have:
- Business Portal Access - Active login credentials for the Business Portal
- Service Provider Role - Account designated as a service provider
- ITM Submission Permissions - Ability to view and update ITM system status
- System Update Access - Permission to edit system status and comments
Video
Step-by-Step Guide
1. Click on Sign In.
2. Locate the system you need to update. Click "eye icon" to open the Update Status modal.
3. Click Update Status to open the Update Status modal.
4. In the Update Status modal, locate the Insert Previous Comment button.
The most recent prior comment will be automatically inserted into the
editable Comments field with all formatting preserved (bullets, numbered lists, paragraphs)
5. Edit the inserted comment as needed to reflect current status, repairs completed, or updated information.
Tip: This is particularly useful when responding to AHJ deficiency lists - simply insert the previous comment and annotate which items have been repaired.
6. In the Update Status modal, click the History button.
7. The Comments History modal will open on top of the Update Status modal.
This modal displays the complete comment timeline as well as shows you several important details such as the Role label which tells you who made the comment - 'AHJ' means it came from the fire department, and 'BP' means it came from your company
8. Click on Back to return to main ITM submission window.
9. After editing your comment to reflect current system status or repairs Update any other required fields in the Update Status modal.
Click on "Cancel" to ignore any changes. Click Update & Submit to save your changes and update the system status.
Best Practices
Do's:
- Use the Insert Previous Comment button when building upon recent documentation to maintain continuity
- Review the complete comment history before responding to AHJ feedback to understand the full context
- Preserve formatting when copying deficiency lists or checklists - bullets and numbered lists improve readability
- Annotate reused comments clearly (e.g., "REPAIRED" or "RESOLVED" next to completed items) to show what has changed since the previous comment
- Reference the date and role labels in history to understand the timeline of communications between provider and AHJ
- Keep comments professional and detailed since they become part of the permanent record
Don'ts:
- Don't delete important context from previous comments when reusing them - annotate changes instead
- Don't assume the most recent comment is always the most relevant - review history when needed
- Don't mix unrelated system issues in a single comment - maintain clarity for AHJ reviewers
- Don't forget to update dates or status-specific information when reusing older comments
- Don't rely solely on memory - use the History modal to verify what was previously documented
Efficiency Tips:
- For simple status updates that build on recent work, use Insert Previous Comment and add a brief update
- When addressing multi-item deficiency lists, copy the formatted list and use strikethrough or "COMPLETED" annotations for resolved items
- Create standardized comment templates for common scenarios (e.g., annual inspection checklists) and reuse them via the history feature
- Use the chronological organization to quickly identify the most recent AHJ feedback before submitting your response
Troubleshooting & FAQs
Q: When I click Insert Previous Comment, nothing happens. Why?
A: This typically means there are no prior comments for this specific system. The Insert Previous Comment button only works if at least one comment has been previously saved for the system you're updating. If this is the first time commenting on the system, you'll need to type your comment from scratch.
Q: The formatting looks different when I paste a comment. What went wrong?
A: Ensure you're copying directly from the Comments History modal using the select-and-copy method (click and drag to highlight, then Ctrl+C or Cmd+C). If you're copying from an external source or another application, formatting may not transfer correctly. The History modal is specifically designed to preserve formatting when copying within Business Portal.
Q: Can I edit a comment after I've submitted it?
A: No, once a comment is submitted with a system status update, it becomes part of the permanent record and cannot be edited. However, you can add a new comment during the next status update that clarifies, corrects, or updates the previous information.
Q: How far back does the comment history go?
A: The Comments History modal displays all comments for the selected system from the current ITM submission cycle. Historical comments from previous years' submissions are not included. The history is specific to each individual system within a submission.
Q: Why do I see empty space at the bottom of the History modal?
A: This is intentional design. The modal maintains a fixed size regardless of how many comments exist, with empty space appearing at the bottom rather than the top. This ensures the newest (most relevant) comments are always visible at the top of the modal without scrolling.
Q: Can I use the History feature on mobile devices?
A: Yes, the Comments History feature is accessible on mobile devices through the Business Portal mobile interface. However, the copy-and-paste workflow may vary slightly depending on your mobile device's operating system (iOS vs Android).