Participating Contractors: Appliance Enrollments
This tab will be prepopulated with the information on the Customer/Account/Premise.
If you need to change the Customer Information, Installation Address, or Mailing Address, you can make those changes on the Applicant Information tab, then click Save.
If the new value does not match the value that’s saved on the Customer/Account/Premise, an orange exclamation mark will be displayed next to it. If you hover over the exclamation mark, a tooltip will be displayed indicating that the values are different. You can click the Update Customer button to update the value that’s saved on the Customer/Account/Premise.
When you click the Update Customer button, the Update Customer dialog will open, displaying every value on the Appliance Request step that is different than the value saved in the corresponding field on the Customer/Account/Premise. All these fields will be checked by default. When finished updating, click Save in the dialog. The system will update the checked Customer/Account/Premise fields for the values to match the Appliance Request step.
The instruction below provides guidances on how to add notes within an enrollment.
The following Notes will be displayed on the Notes tab:
- The Notes that were added to this workflow step.
- The Notes that were added to a different workflow step on the Appliance enrollment that the user has access to.
- The Notes that were added to a different workflow step on the Appliance enrollment that the user does not have access to as long as the Note’s Who can view this note? field is set to Users with access to this enrollment.
To add a new note, click the New Note button. A new Note dialog will open.
Fill in the Notes field.
The Note Date and Note Time fields will automatically populate with the date and time the user clicked New Note, but the user will have the ability to change the prepopulated values.
The Who can view this note? field will default to Users with access to this enrollment.
If a user changes the default value to Users with access to this workflow step, users who do not have access to the step that the Note originated from will not be able to see the Note on the steps that they can access or on the Enrollment Profile - Notes page.
Click Save to save the new Note.
After you click Save, if your user does not belong to a group with the Workflow Step Notes - Edit role, they will not be able to edit the Note.
If your user does not belong to a group with the Workflow Step Notes - Delete role, they will not be able to delete the Note.
The instruction below provides guidances on how to upload document(s) within an enrollment. A red exclamation mark will be displayed under the Required column indicating the document type being a Required Document.
To upload a Document, click the Edit button icon in that Document Type’s row, the Document dialog will open.
Click Browse to select a file to upload.
After you’ve selected a file, you can remove it by clicking the x Remove button.
After the file is uploaded for the Document Type, click Save and then click Close to upload the file and close the dialog.
To view an uploaded document, click the Document Name Hyperlink.
If you want to upload more than one Document Type at the same time, click the New button at the top of the Documents tab.
The Upload Documents dialog will open. You will need to select the Document Type for every file you choose in the Upload Documents dialog. When finished, click Save.
The Measures tab asks you to add measures to the Appliance Request step.
For a full list of al program measures that may help with this tab, please access the NY HEP Measures List.
Click the Add Measures button. The Add Measures dialog will open.
To select one or more measures to add to the step, check the box in the left-hand column. To add the selected measures to the step, click the Save button in the dialog.
If you increase the No. to Add value after selecting the measure, the system will add that many unique instances of the measure to the Appliance Request step.
Click anywhere on the section to complete the data entry fields for each measure.
Required fields are denoted with ** (asterisk). After all the measures are added and all the data entry fields are filled out, the Appliance Request step can be processed.
Click the Process button at the top of the Measures tab or the Applicant Information tab.
If there are any missing fields, a popup will appear notifying you of what is missing. The system will also validate whether a measure’s primary Existing Unit Approximate Model Year is 2011-present while the Exception Request Type field is blank. If yes, an error will be displayed that prevents the user from being able to process the step.
The Appliance Invoice Submission step will be assigned to the Vendor and Employee that CLEAResult selected on the Appliance Ordering step. The first tab of the Appliance Invoice Submission step will include the measures that were approved/added to the Appliance Ordering step.
To open the step, click on the Appliance Invoice Submission hyperlink in the enrollment workflow.
The vendor can click anywhere within a measure to edit the measure information. The vendor can also click the Add Measures button at the top of the step to add a new measure to the enrollment.
Then, open the Documents tab and upload the Required Document Types. Follow the instructions on the Documents tab above for more guidance.
When the vendor is ready to process the Appliance Invoice Submission step to advance it to Appliance Invoice Payout, they can select the Work Complete Outcome and press Process.
If the vendor wants to roll the workflow back to the Appliance Ordering step, they can select the Cancel Outcome and press Process. All Cancel Outcome Reasons will require a note, follow the instructions on the Notes tab above for more guidance.
