ITM Reports - Review and Approve New Locations
Purpose Statement
This article demonstrates how to review, edit, approve, or reject new locations added by Service Providers when submitting ITM Reports. The Edit Business Information feature allows you to correct business names and addresses before approval, while the comprehensive review process ensures data accuracy and prevents duplicate or incorrect location entries in your fire prevention database. This quality control workflow maintains data integrity while allowing Service Providers to efficiently report on legitimate locations within your jurisdiction.
Background Information
When Service Providers submit ITM reports for locations not already in your system, these new locations require review and approval by the Authority Having Jurisdiction (AHJ) before processing. This workflow maintains data integrity while allowing Service Providers to efficiently report on legitimate locations within your jurisdiction.
The location review process includes two key capabilities:
1. Edit Business Information - Before approving or rejecting a location, you can correct errors in the business name and address fields. This enhancement allows you to fix typos, standardize formatting, or correct inaccurate entries without rejecting the submission and requiring the Service Provider to resubmit.
2. Approve or Reject Locations - After reviewing (and editing if necessary), you determine whether the location should be approved and added to your system or rejected with specific reason codes and comments. The approval process affects all future ITM reports associated with these locations, making careful review essential for long-term system accuracy. By combining editing and approval capabilities, you can ensure high-quality location data while streamlining the review workflow.
Common Use Cases:
- Reviewing new locations submitted by Service Providers during ITM reporting
- Correcting typos in business names or addresses before approval
- Standardizing address formatting across your jurisdiction
- Verifying locations fall within your AHJ boundaries before approval
- Rejecting duplicate or incorrect location entries with clear explanations
- Ensuring location data quality for long-term system accuracy
Key Benefits:
- Correct minor errors without rejecting submissions
- Faster location approval process
- Higher quality location data in your system
- Google Address Autocomplete for standardized addresses
- Reduced back-and-forth communication with Service Providers
- Clear documentation of rejection reasons for Service Providers
Required Permissions
To complete this process, users must have:
- ITM Module Access - Permission to access the ITM section in the Prevention module
- Location Review and Approval Permissions - The same role that allows reviewing locations also enables editing business information
- ITM Reports Viewing Permissions - Ability to view and filter ITM reports
- Administrative Privileges - For location management and approval decisions
Video
Step-by-Step Guide
1. Click on ITM.
2. Click on ITM Reports.
3. Click on Filter.
4. Scroll down until you see "Address Status".
5. Select "Review Needed".
6. Click on Apply filters.
7. You are now looking at a list of ITM Submission that need review.
New locations with "Review Needed" status are marked with a Building icon in the ITM Reports list
8. Click on "edit icon" to make adjustments to this location.
9. Edit Business Information (If Needed)
If you notice errors or formatting issues in the business name or address, you can correct them before making your approval decision.
10. Review all edited fields for accuracy.
Click Save to apply changes and return to the Review modal.
11. Note: "Location information updated successfully" confirmation.
12. Click on Verify to approve Location updates.
13. Note "Address information verified successfully" confirmation.
14. Reject the Location (If Necessary) Click on "Building Icon".
15. If the location cannot be approved even after editing (e.g., outside jurisdiction, duplicate, or fundamental issues):
In the Review modal, click "X Not Approve" for the selected location.
16. Complete the required rejection fields:
Select Reject Reason Code - Choose the appropriate standardized reason.
17. Enter detailed comment - Provide specific explanation of why the location is being rejected.
18. Click "Reject & Submit" to finalize the rejection decision.
19. A notification will appear confirming that the location was not approved.
Important: Once a location is rejected, the system automatically rejects all ITM reports using this location with your specified reason code and comment. Service Providers will receive notification of the rejection and your comments.
Best Practices
Review and Approval Best Practices:
- Verify Address Accuracy - Cross-reference addresses against known locations in your jurisdiction
- Check for Duplicates - Look for existing locations with slight address variations before approving
- Boundary Verification - Ensure locations fall within your AHJ boundaries
- Regular Review Schedule - Process pending locations promptly to avoid backlogs
- Clear Documentation - Provide specific, detailed comments when rejecting locations
- Coordinate with Service Providers - Communicate standards and expectations clearly
Editing Best Practices:
- Use Google Address Autocomplete when available to ensure standardized, validated addresses
- Correct obvious typos and formatting issues rather than rejecting submissions for minor errors
- Verify that business names match official records, business licenses, or signage when possible
- Maintain consistent address formatting conventions (e.g., "Street" vs "St.", "Suite" vs "#")
- Include Address Line 2 information (suite numbers, building designations) when it clarifies location
- Double-check auto-filled city, state, and zip code fields even when using autocomplete
- Don't change business names to generic descriptions - maintain the actual business entity name
Workflow Efficiency Tips:
- Use the edit feature to fix minor errors rather than rejecting and creating back-and-forth delays
- For addresses in well-known commercial areas, let Google Autocomplete standardize formatting
- When multiple fields need correction, edit them all in one session before saving
- Create internal reference guides for common address formatting standards in your jurisdiction
- If a location requires extensive corrections beyond name and address, consider rejecting with detailed comments
Troubleshooting & FAQs
Common Issues
Problem: Cannot see locations requiring review
Solution: Verify you have proper ITM permissions and check that "Address Status" filter is set to "Review Needed"
Problem: Don't see the edit icon next to business name and address
Solution: The edit icon only appears for locations with "Review Needed" status. If the location has already been approved or rejected, the edit option is no longer available. Verify you have the appropriate AHJ permissions to review locations.
Problem: Rejection reasons are unclear
Solution: Use specific reason codes and detailed comments for better tracking and Service Provider understanding
Problem: Approved location still shows as pending
Solution: Refresh the page or contact system administrator if issue persists
Problem: Google Autocomplete isn't showing the address I need
Solution: You can manually type the complete address without selecting from autocomplete suggestions. The Address Line 1 field accepts free text entry.
Problem: After selecting autocomplete, the auto-filled information is incorrect
Solution: All auto-filled fields (City, State, Zip) remain fully editable even after selecting an autocomplete result. Manually correct any inaccuracies.
Frequently Asked Questions
Q: What happens to ITM reports when I reject a location?
A: All ITM reports associated with that location are automatically rejected using your specified reason code and comment. Service Providers receive notification of the rejection.
Q: Can I edit a location after I've already approved it?
A: No, once a location is approved or rejected, it can no longer be edited through this workflow. The Edit Business Information feature is only available during the review process while the location status is "Review Needed."
Q: How often should I review pending locations?
A: Regular review ensures Service Providers receive timely feedback and prevents processing delays. Best practice is to review pending locations at least weekly or more frequently during busy submission periods.
Q: What criteria should I use for approval decisions?
A: Consider address accuracy, jurisdiction boundaries, duplicate prevention, location type appropriateness, and whether the location legitimately requires ITM compliance in your jurisdiction.
Q: If I only need to correct the business name, do I have to edit the address fields too?
A: No, you can edit individual fields independently. If you only change the business name and click Save, only that field is updated while all other values remain unchanged.
Q: Can I replace the submitted location with an existing location that's already in the system?
A: No, the Edit Business Information feature does not support replacing a submitted location with an existing location. It's designed only for correcting the business name and address of the newly submitted location. If the location is a duplicate, reject it with appropriate comments directing the Service Provider to use the existing location.
Q: What address validation rules are used when I save my edits?
A: The Edit Business Information feature uses the same address validation rules that are already in place throughout the First Due system. This ensures consistency across all location records.
Q: Will the Service Provider be notified when I edit their submitted location?
A: The system's standard audit logging tracks all edits made to location records. The Service Provider will see the final approved location information in their Business Portal when the location is approved.
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