ITM Setup: Pending Reasons
Purpose Statement
The ITM Pending Reasons feature allows AHJ users (Fire Inspectors and Administrators) to centrally configure which ITM submission scenarios trigger manual review, enabling efficient prioritization of critical submissions while allowing routine reports to be automatically processed. This feature consolidates previously scattered "Flag as Pending" settings into one organized control panel, working alongside existing notification and compliance check automation.
Background Information
Previously, ITM pending triggers were managed through scattered "Flag as Pending" checkboxes located across Initial Notifications, Update Notifications, and Resolved Notifications tabs. This made it difficult to maintain a comprehensive view of pending criteria.
The new Pending Reasons system organizes these triggers into three logical categories:
- Initial Statuses: For brand new ITM report submissions
- Status Changes: When service providers update existing system statuses
- Resubmission: For previously rejected reports being resubmitted
This feature works in conjunction with your existing automated workflows—compliance checks are still scheduled, notifications are still sent, and automatic approvals still occur based on your notification settings. Pending Reasons simply determines which submissions require your manual attention.
Required Permissions
- ITM Reports - Setup: Required to access and configure pending reasons in ITM Setup
- Fire Inspector or Administrator role: Needed to modify AHJ-level ITM configurations
Video
Step-by-Step Guide
1. Click on ITM.
2. Click on ITM Setup.
3. Click on Pending Reasons.
4. The Pending Reasons section lets you specify which conditions—such as critical deficiencies or system impairments—will automatically flag ITM submissions as 'Pending' for your review.
Best Practices
Prioritization Strategy
Focus on Critical Items: Always flag Initial Critical Deficiency and Status Change to Critical Deficiency for immediate attention
Consider Workload: Balance thoroughness with your team's capacity—flagging every submission may create overwhelming queues
Risk-Based Approach: Prioritize impairments and critical deficiencies over routine compliance items
Configuration Tips
Start Conservative: Begin with fewer triggers and add more as you understand your workflow patterns
Review Regularly: Adjust settings based on submission volume and staffing levels
Document Decisions: Maintain records of why certain triggers are enabled for consistency across staff changes
Workflow Integration
Remember Automation Continues: Your compliance checks and notifications still function automatically
Report-Level Flagging: If any system in a multi-system report meets pending criteria, the entire report is flagged
New Address Override: Reports with new addresses are always flagged regardless of other settings
Troubleshooting & FAQs
Common Issues
Q: I configured pending reasons but submissions aren't appearing in my queue
A: Verify that your AHJ Status filter in the ITM list is set to show "Pending" submissions. Check that new submissions actually meet your configured criteria.
Q: Too many submissions are being flagged as pending
A: Review your Initial Submission setting—this flags "ALL" new reports regardless of status. Consider using more specific triggers like Initial Critical Deficiency instead.
Q: My existing compliance checks stopped working
A: Pending Reasons don't affect compliance check scheduling. Verify your notification settings in Initial/Update/Resolved Notifications tabs are still configured properly.
Q: What happens to my old "Flag as Pending" settings?
A: These were automatically migrated to the new system when it was implemented. Your previous flagging behavior should continue unchanged.
Address-Related Behaviors
- Submissions with new addresses are automatically flagged as pending regardless of your Pending Reasons configuration
- After AHJ approves a new address, the system re-evaluates the submission using your configured Initial Status criteria
Historical Data
- Pending reasons are maintained in historical records even after submissions are approved or rejected
- Configuration changes only affect new submissions—existing pending submissions retain their original reasons
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