ePlan User Guide

County of Santa Cruz Planning Department

Revised 01-22-2018

ePlan | Contents 2

Contents Contents .................................................................... 2

Part 1: ePlan Overview .............................................. 3

Part 2: ePlan Accounts & Information ....................... 4

User Registration ................................................... 4

User Sign In ............................................................ 4

Forgot Your Password? ......................................... 4

Payments ............................................................... 5

Questions & Contacts ............................................ 5

Part 3: ePlan Standards ............................................. 6

Format, Bookmarks, Flatten, Optimization, File

Lock, Signatures, Stamps ....................................... 6

Adobe Acrobat DC ................................................. 7

Part 4: ePlan Projects ................................................. 8

Project Folder ........................................................ 9

Project File Types ................................................ 10

Project File Uploads............................................. 12

Project Resubmittals ........................................... 13

Project Approval .................................................. 14

Project Change Orders ........................................ 15

ePlan | Part 1: ePlan Overview 3

Part 1: ePlan Overview As part of our commitment to conserving the environment, the County of Santa Cruz Planning Department has

created an electronic submittal process called ePlan. The process facilitates the online submission of PDF

documents for building permit applications. The program is currently available for building permit applications

with hopes of extending it to discretionary applications in the future.

Requirements for printed and electronic submittals are similar and follow the same path for review. The primary

differences are the conservation of resources, reduced printing costs, and reduced visits to the Planning

Department.

New ePlan permit applications and payments can be made online from your office or may incorporate an

appointment at the Planning Department. Whether online or by appointment, completed PDF application forms

and project submittal documents must be uploaded to the ePlan portal prior to initiating a new application.

As with printed submittals, applicants will need to verify if clearances are required for the project and upload them

prior to initiating a new application. Required clearances vary depending on the project and may include the Water

Department, Environmental Health, Zoning, or otherwise.

After all agencies have completed a review cycle, a printed correction letter or a printed approval letter will be

mailed to the applicant and the property owner by the Planning Department. Once sent, the applicant may

resubmit revisions online, or may complete the steps outlined in the approval letter.

Approval letters may identify any Final Items needed including receipts or forms which must be added to

Application (APP) file and then uploaded to the portal prior to permit issuance. Permit cards are issued in person at

the Planning Department, and the final payment can be made in advance online or at the department.

Shortly after permit issuance, a new download will be available in the applicant’s ePlan Project. This download will

be a zip folder containing printable PDF documents that are stamped and locked by the Planning Department. One

full size set of these documents are to be printed in color, and available at the construction site. The applicant is

responsible for coordination of printed documents.

Step 3: Process Permit

Applications

Initiated online or at the Planning Department

Resubmittals

Online upload

Permit Issuance

Obtain in person at the Planning Department

Step 2: Upload to ePlan Portal

Application (APP)

Application Forms/Docs

Plans (PLN)

Complete Plan Set

Supplemental (SUP)

Index, Reports, Calcs, etc.

Letter (LTR)

Resubmittal Letter

Step 1: ePlan User Account

Create and/or Sign at http://scceplanreview.santacruzcounty.us/

ePlan | Part 2: ePlan Accounts & Information 4

Part 2: ePlan Accounts & Information User accounts are registered to one email address and are password protected in the ePlan Review Portal.

User Registration To register a new User, click the Register as a new user link and complete all required fields.

The registration information can be revised at any time by signing into the User account and clicking the Edit

button displayed in the Projects screen.

Account confirmations are emailed to the registered User upon creation, editing, or deletion of a User account.

The portal uses the registered User email as the account identifier. The email can be changed while keeping the

projects tied to the account; however, projects cannot be migrated to a different account. An email may only be

registered to one account, and if an email is already in use, an error message will be displayed if attempting to

register it again.

User Sign In Enter the registered User email and password and click the Sign In button.

Forgot Your Password? Enter a registered User email and click the Email Link button and the “Please check your email to reset your

password” message will display whether you entered your email correctly or incorrectly.

ePlan | Part 2: ePlan Accounts & Information 5

An email is sent to the registered User. Click the link in the email to open the Reset Password screen and enter the

registered User email and the new password.

Payments Permit fees may be paid in cash, checks, electronic checks, or credit cards. Once applications are initiated,

payments can be made at the Planning Department or online. To pay online, choose Pay Application Fees from the

Planning Department Home Page at http://www.sccoplanning.com.

Questions & Contacts Direct questions to Building Information at 831-454-2260 or email Plnbuildinginfo@santacruzcounty.us. Once

applications are initiated, a staff contact will be shown on the Projects page.

ePlan | Part 3: ePlan Standards 6

Part 3: ePlan Standards Use the ePlan portal to upload all required permit forms and submittal documents. For security reasons, data

devices such as compact disks and USB drives will not be accepted. Hybrid mixes of electronic and paper media will

not be accepted. Some ePlan standards may necessitate using Adobe Acrobat DC, Bluebeam Revu, or similar.

Format, Bookmarks, Flatten, Optimization, File Lock, Signatures, Stamps 1. Approval Stamp: Once approved, the Planning Department will electronically stamp documents. Please

insure that no aspect of any file is locked or they cannot be approved. The approval stamp is 2.5 inches

wide and 1.5 inches high. To assist with this procedure, a designated stamp area in the title block would

be appreciated as it reduces time needed to process your permit.

2. Professional Stamps & Signatures: Include stamps and signatures of licensed professionals (architects and

engineers) on each plan sheet and the first page of each type of supplemental document. This can be

done using images and/or CAD methods in accordance with State licensing requirements. The use of

digital signatures are not allowed due to problems associated with document control.

3. PDF Format: Vector based PDF files directly converted from AutoCAD, ArchiCAD, MS Word, etc. Scans

used within a CAD drawing are acceptable; however, scans of complete plan sets are not allowed.

4. Flatten: Flatten PDF files to remove layers and optimize file size. Because the example below has layers,

they must be removed by flattening the PDF file prior to uploading to the portal.

5. Bookmarks: PDF files must have bookmarks grouped, numbered, and named. The below images show

bookmarks that are grouped (e.g. Architectural, Civil), have numbered sheets (e.g. C1.0, C2.0), and have

sheet names (e.g. Grading Plan). Similarly the supplemental documents file requires a completed

Supplemental Documents – PLG235 form as the first page and each document type and key sections of

each document must be bookmarked.

Bookmarks must have sheet numbers and names to locate content and

navigate documents easily

Group bookmarks for ease of navigation and document control

If this file had been flattened, then the layer names would not

exist. Layers increase file size and can be turned off/on leading to

problems with approving your project, so are not allowed.

ePlan | Part 3: ePlan Standards 7

Adobe Acrobat DC The following information is provided as a courtesy, illustrates an Adobe product available at the time of writing,

does not reflect a product endorsement, and will not receive technical support from the Planning Department.

Consult your software product manuals for assistance on bookmarking, file optimization, and removing layers.

Add a bookmark. Navigate to the plan sheet requiring a bookmark and set the view option to Fit in Window.

Bookmarks locate sheets and display them based on the current view option, so please insure Fit in Window has

been selected before bookmarking, otherwise it can make it difficult to review your project. To add a bookmark,

click the bookmark icon (left) to show the Bookmarks panel, and then click the add Bookmark(+) icon. Provide a

sheet number and sheet name for each bookmark. Please see Bookmarks above.

Flatten and Optimize. Open the Optimize PDF tool, click Advanced Optimization, click Discard User Data, and

checkmark Discard hidden content and flatten visible layers. Then click OK and save the file.

Insure view option is Fit in Window and then click add bookmark(+)

Click the bookmark icon to open the bookmarks panel

Provide sheet number & name for each bookmark

ePlan | Part 4: ePlan Projects 8

Part 4: ePlan Projects Project application forms and submittals are uploaded to the ePlan portal.

When a public user signs in, the Project Folder screen opens giving access to their projects, the ability to

create/delete projects, and the ability to edit the User account.

Once a project is created, click the project’s Open button to view/upload files. Click the project’s Delete button to

permanently remove a project (locked projects/files cannot be deleted).

To begin a new project, click Create New Project (see image above), enter a name (see image below), and click

Create. A confirmation email will be sent to the User at the creation, editing or deletion of a project.

ePlan | Part 4: ePlan Projects 9

Project Folder The Project Folder screen lists all projects in the User account, shows basic project information, and provides

access to the projects. Once files are uploaded and an application number is assigned, it will look similar to the

image below (the User screen will not show the edit button which is for staff use).

Project Name

The user creates and names each Project. The Project Name may not contain any of the following characters: \ / : *

? “ < > |. The portal appends project names with a tracking ID number.

Application Number

The Application Number will be assigned by staff once an application is created.

Status

Initially displays file upload or notification information. Once an application is created, the application status and

review agency determination/comments can be accessed from the Click to View button. For more information, see

Part 1: ePlan Overview.

Comments

Shows the latest posted and/or emailed application processing comment. These are not review agency comments,

for review agency comments see Status.

Project Locked

A locked project will show “True” and files cannot be uploaded/deleted. An unlocked project will show “False” and

files can be uploaded/deleted. A project will be locked when files are accepted for review. A project will be

unlocked to allow resubmittal uploads after all reviews are complete and the correction letters are sent.

Project Cycle

Indicates the current review cycle.

Date Created

The date the project was created.

Date Modified

The latest date that files were uploaded or deleted.

Assign To

Shows who created the permit application.

ePlan | Part 4: ePlan Projects 10

Project File Types To view, upload, or delete files, click a project’s Open button to access the project file screen.

A project file screen is shown below. Once an application number is assigned (e.g. B-123456), the files will be

renamed with the application number. File names are also appended with a prefix and a suffix indicating the file

type (APP, PLN, SUP, LTR) and version (V1, V2, etc.). Files showing checkmarks for File Locked or File Incomplete

cannot be deleted.

Submittal File Types & Information

For the initial submittal, applicants are required to upload an Application (APP) file along with a Plans (PLN)

and/or Supplemental (SUP) file. During each review cycle, one PDF of each file type may be uploaded. Uploaded

files must be complete and ready for final approval. For example, when uploading a revised supplemental

document, it must contain all supplemental items, not simply revised or new items.

A fourth file type is the Letter (LTR), which must be uploaded with each resubmittal.

Application (APP)

One PDF containing all application documents. Application documents must be complete, bookmarked, include

signatures, etc. and must have (complete all forms using the fillable PDF capabilities, scans not accepted):

1) A completed PDF ePlan Submittal Checklist – PLG230 form as the first page;

2) A completed Building Permit Application Form – PLG200 form as the second page;

3) Include the Application (APP) intake and/or final items shown in the ePlan Submittal Checklist – PLG230

form.

Plans (PLN)

One PDF containing all plan documents. Plan documents include: architectural, civil, survey, structural, electrical,

plumbing, mechanical, landscape, etc.

Plan sheets must be orientated in landscape view, unlocked, layers flattened, include stamps/signatures of

licensed professionals, and be bookmarked to enable navigation. See ePlan Standards.

ePlan | Part 4: ePlan Projects 11

Supplemental (SUP)

One PDF containing all supplemental documents. Common document types are shown below.

Supplemental documents must have a completed Supplemental Documents Index – PLG235 form as the first page,

be unlocked, layers flattened, include stamps/signatures of licensed professionals, and be bookmarked to enable

navigation. See Part 3: ePlan Standards.

See the Supplemental Documents Index – PLG235 for a complete list of common items including:

• Transfer(s) of Responsibility - Form

• Modification Worksheet - Form

• Substantial Improvement Forms - Form

• Geotechnical Investigation

• Geotechnical Addendum(s)

• Geotechnical Engineer Plan Review - Form

• Geotechnical County Acceptance Letter

• Geological Investigation

• Geological Addendum(s)

• Geological Engineer Plan Review - Form

• Geological County Acceptance Letter

• Arborist Report

• Arborist Plan Review

• Drainage Calculations

• Special Inspections Testing Agreement - PLG240

• Statement of Special Inspections - PLG245

• Structural Calculations

• Structural Calculations Addendum(s)

• Truss Shop Drawing

• Truss Shop Drawing Review (Project Engineer)

• HVAC System & Duct Sizing

• Energy Compliance Documents

• Technical Specifications Book

• Products/Other

Letter (LTR)

One PDF containing all review agency correction comments along with written responses to each comment.

Required for resubmittals.

Other (OTH)

There is a unique file type used upon special request of a review agency. Instructions will be provided if used.

ePlan | Part 4: ePlan Projects 12

Project File Uploads Open a project and click the Upload File(s) button to access the Upload File screen. The green buttons will not

function until the files have be properly uploaded for initial submittals or resubmittals.

In the Upload File screen (see below), select the Application, Plan, or Supplemental file type by clicking its radio

button and then click Browse to locate and open a file to place it into the upload list. File names are appended with

a prefix related to the file type (APP, PLN, SUP, LTR). In the image below, three files are in the upload list. Click the

green Upload the Files button to upload the files to the project. Click the “X” at the right of a file progress bar to

remove the file from the list. When the green Upload the Files button is clicked, progress bars will show the upload

status.

Once complete, you are returned to the project showing your uploads and presenting instructions (see image

below). To process a new permit application, either make an appointment at the Planning Department or click the

green Send New Permit Notification button and a technician will contact you. Please choose one method or

additional fees will be added to your permit.

Once staff enters an application number for the project, all existing and future file uploads will automatically be

renamed with the application number (see image below). As such, it is essential to associate the correct document

to the file type: Application (APP), Plans (PLN), Supplemental (SUP), or Letter (LTR).

ePlan | Part 4: ePlan Projects 13

Please note the locked file status in the image above indicating that these files were accepted for review. Files that

have been accepted for review cannot be deleted and remain part of the project history and backup.

Upload error messages:

1. Why did I get an upload error message? Only 1 file of each type (APP, PLN or SUP) may be uploaded, see

Project File Types.

2. Why can’t I upload a revised file? Prior to having an application number, delete the original file upload(s)

prior to uploading the revision(s). For revisions based on plan check review comments, see below.

Project Resubmittals Once all agencies have completed a review cycle, a printed correction letter will be mailed to the applicant and

property owner by the Planning Department and the project will be unlocked by staff. If you received a correction

letter and the project was not unlocked, please contact a Building Permit Technician or Technician Supervisor.

A resubmittal Letter (LTR) must be uploaded with each resubmittal. This is a single PDF containing all agency

review comments along with written responses to each comment.

File types available during resubmittal: Application (APP), Plans (PLN), Supplemental (SUP), and Letter (LTR). Each

file must be ready for approval (containing all documents not just revised portions) and include a resubmittal

Letter (LTR). Projects will not be routed for review until all files are complete.

Resubmittals are verified for completeness. If complete, the Project is locked by staff and routed for review. If

incomplete, an email will be sent to the applicant indicating the reason(s) and the Project will remain unlocked to

allow uploads of revised files. Files with incomplete checkmarks cannot be deleted.

File Types

ePlan | Part 4: ePlan Projects 14

As shown in the image below, a revised Plan (PLN) and a resubmittal Letter (LTR) file have been uploaded. Clicking

the Send Submittal Notification button will inform staff by email that the project is ready for the next review. Only

click the send button after all files are uploaded and the project is ready for review.

After clicking the send notification button a green confirmation message appears (see image below).

Project Approval After all agencies have approved a project, a printed approval letter containing instructions will be mailed to the

applicant and the property owner by the Planning Department and then a revised Final Application (APP) files must

be uploaded by the applicant.

When sending the approval letter, the Building Technician sets a special portal setting that allows the upload of the

final Application (APP) file while keeping the project in a locked state. If you received an approval letter and the

project does not allow this type of upload, please contact a Building Permit Technician or Technician Supervisor.

Approval letters will identify the Final Items needed including receipts or forms which must be added to

Application (APP) file and then uploaded to the portal prior to permit issuance. Permit cards are issued in person at

the Planning Department, and the final payment can be made in advance online or at the department.

Shortly after permit issuance, a new download will be available in the applicant’s ePlan Project. This download will

be a zip folder containing printable PDF documents that are stamped and locked by the Planning Department. One

full size set of these documents are to be printed in color, and available at the construction site. The applicant is

responsible for coordination of printed documents.

ePlan | Part 4: ePlan Projects 15

Project Change Orders Change orders to approved projects are processed in the same manner as new applications, except only revised

aspects of Plan (PLN) and Supplemental (SUP) files are uploaded to the ePlan portal. Only projects approved using

ePlan, may process ePlan change orders.

1. Create a new project in the ePlan portal (see Project File Uploads), for example, “Smith Residence Change

Order 01”. Follow the new application steps except as noted above. Appointments are not necessary.

2. The Building Technicians will provide the review agencies the originally approved ePlan documents for

comparison.