[{"_1":2,"_123":-5,"_124":-5},"loaderData",{"_3":4,"_26":27},"root",{"_5":6,"_17":10,"_18":19,"_20":21,"_22":10,"_23":-5,"_24":-5,"_25":10},"user",{"_7":8,"_9":10,"_11":10,"_12":-5,"_13":-5,"_14":15,"_16":-5},"roles",[],"isAuthenticated",false,"isPremium","planName","subscriptionStatus","featureFlags",{},"insightsBudget","isDevelopmentHost","userPreferences",{},"recaptchaSiteKey","6LcvOJcUAAAAAHsB-gPGfGktcRlKpH7OTIU_dMTD","isImpersonating","impersonation","affiliateStatus","isFreedomPortal","routes/v2/article/layout",{"_28":29,"_30":31},"notFound",true,"relatedArticles",[32,75,87,99,111],{"_33":34,"_35":36,"_37":38,"_39":40,"_41":42,"_43":44,"_45":46,"_47":48,"_49":50,"_51":52,"_53":54,"_55":56,"_57":58,"_59":60,"_61":62,"_63":64,"_65":66,"_67":68,"_69":70,"_71":68,"_72":73,"_74":73},"mediaId",6658023,"mediaKeyId","5033948-d7fee15f9b91f6991d90a5b9e253a82b","parentId",5033948,"title","Dane County reviews approval sequence templates and email notices; considers repurposing a template for agenda posting","audioSeconds",564,"startMs",3744000,"endMs",4308000,"viewUrl","/Search/View?dp=1&key=5033948-d7fee15f9b91f6991d90a5b9e253a82b&start=3744&end=4308","thumbnailUrl","https://assets.pipeline.soar.com/5033948-d7fee15f9b91f6991d90a5b9e253a82b/thumbnail_3744000.jpg","articleUrl","/articles/6658023/Dane-County/Wisconsin/Dane-County-reviews-approval-sequence-templates-and-email-notices-considers-repurposing-a-template-for-agenda-posting","mediaUrl","https://secure.pipeline.soar.com/6658023-493b84fd7b06c4975f3765092063e901/orig.mp4?Expires=1770456681&Signature=GXssi3F79nNoQyAA234bjBCtTXfFQqKWzSIe8u3GLx3MASqVK0F-lfzwC1zGOlAhxskMMYM3hoWda9Eo2HnIjvlIRCuu33sI3nsX2XTMT5cxcLbM8IpMb15p1lj4ZDjaZ97p2iwc~cJBaFTiY7ruvXDcXQPWAAIF8TXYxX4bpTuVRQ2p9GoJZ-TQohKb7Z~jhfGmEVFbKrWt6VgHugDd53YXVdlkE0OiDsb0xH1VuJUiTYZ3srPmMj-UehKc0i6cy2B9C8ls-bLi8ZVqN3k9DJo0uLylX6DIws7UKwlCpJdmd5HhdMQrWRcFSzl5BGPhfz1Pzf-jZCdXf25WtGbbig__&Key-Pair-Id=KUT5TJCACFTXG","author","Dane County","date","2025-06-20T00:00:00Z","article","During a vendor training session, Dane County staff and Granicus reviewed the county’s approval-sequence library, email notification templates and the limited number of sequence “slots” available for file-type-specific workflows.

Granicus staff displayed the county’s master sequence list (13 templates), identified multiple near-duplicate or single-user sequences and recommended removing or repurposing unused templates; the county agreed. The team created a protected “training test” sequence viewable only by administrators for testing changes.

Participants discussed file-type filters and “sequence owner” filters that limit which department sees a sequence. Granicus demonstrated that sequences can be restricted by department (for example, planning and development sees only zoning petition sequences) so users don’t accidentally pick the wrong workflow template.

The group examined email templates for approval requests and FYI notifications. Granicus noted that some clients only read subject lines and suggested adding variables (for example, file state, referring department or controlling body) to make emails more helpful. The vendor cautioned against deleting the standard automated footer that explains the inbox is unmonitored.

County staff also asked whether a hearing-notice template could be repurposed for the county’s condensed physical agenda posting (a state-statutory requirement). Granicus said the hearing-notice template is more limited in format but agreed to consult product design and report back on whether the county’s stripped-down agenda posting can be supported without losing statutory content.

No formal vote took place; the vendor and county agreed to follow up. Granicus assigned the test template to county administrators and will look into reconfiguring templates or using a different print/export report if repurposing a template is not feasible.","mediaType","Video","parentTitle","Dane County - Dane County Legistar Optimization Project Call #3 - Approvals - Jun 20, 2025","oneSentenceSummary","County staff and Granicus reviewed the county's approval sequences and email templates, removed unused test sequences, and discussed repurposing a hearing-notice template to produce a stripped-down agenda posting required by state statute.","taxTitle","Dane County, Wisconsin","taxId",2737,"location","headline","","shortSummary",{"_33":76,"_35":36,"_37":38,"_39":77,"_41":78,"_43":79,"_45":80,"_47":81,"_49":82,"_51":83,"_53":84,"_55":56,"_57":58,"_59":85,"_61":62,"_63":64,"_65":86,"_67":68,"_69":70,"_71":68,"_72":73,"_74":73},6658027,"Dane County to clean up 2,000-person Legistar directory after vendor flags default approver setting",2010,1549000,3559000,"/Search/View?dp=1&key=5033948-d7fee15f9b91f6991d90a5b9e253a82b&start=1549&end=3559","https://assets.pipeline.soar.com/5033948-d7fee15f9b91f6991d90a5b9e253a82b/thumbnail_1549000.jpg","/articles/6658027/Dane-County/Wisconsin/Dane-County-to-clean-up-2000-person-Legistar-directory-after-vendor-flags-default-approver-setting","https://secure.pipeline.soar.com/6658027-fb8dfaafad954dbfb757df7dc80c033e/orig.mp4?Expires=1770456681&Signature=SVd0MEcZ0SOzhsdKMJf~xi21wohnDba~GDcC69h0fctig9D9oCRIMbk~myXo0G5M8jyTp87SH-pP0oHOSo2Dg~eSfxT4q8vvdxR-~9O9rZCOd23c50H2ZLwM2m7EfYwmmGsKMqhPMWpAcOgYBdHzhlMCGn1p8jOWJfgbD9w-~udx4ACguQotv1nSU7STqqxsy9oYU4wd6ls7R1rXrTU5tDHZY~GVkD9VMUX5ZUsT~7c3ysz4T6raF3NnglkqEzxF-BkUlQS1atEo7A5XW3u92U~a-7x-w4qr9Z1ifrDq~p6CbTxdS1u4~nRJ-ybTemoECmTth-~LKIH3aC2yjBAlyg__&Key-Pair-Id=KUT5TJCACFTXG","Dane County staff and a Granicus trainer discussed a planned cleanup of the Legistar people list after discovering many accounts are marked as approvers by default.

County administrators told Granicus the people table contains roughly 2,002 records in their instance. Granicus staff noted that about 1,400 people were currently checked as approvers — a configuration likely created by a default setting when new records were added. The county reported that about 218 of those are active users with legitimate access.

Granicus offered two fixes: (1) change the model/default configuration so new people are not automatically marked as approvers, and (2) run a cleanup to uncheck the approver box for people who should not be approvers. The vendor said it could take the county’s list of legitimate approvers and uncheck the approver box for the remainder.

County staff discussed retiring users who have left the county so they do not appear in drop-down lists for delegation or alternates. The vendor explained that retiring a people record removes the person from the selection lists but retains historical approvals for audit and reporting. If a retired user later returns, the record can be reactivated.

Granicus recommended administrators remain approvers so they can act on behalf of others in emergencies. County staff agreed to prepare a short list of official approvers and alternates for the vendor to apply during cleanup.

No formal change to county policy was recorded; participants agreed on a follow-up plan: Granicus will investigate changing the default approver setting and will uncheck approver for those not on a provided list. County staff will compile and deliver a list of confirmed approvers.","Granicus and county administrators discussed retiring inactive users, fixing a default approver checkbox that marks new records as approvers, and narrowing the approver list from roughly 1,400 to a core set of authorized approvers.",{"_33":88,"_35":36,"_37":38,"_39":89,"_41":90,"_43":91,"_45":92,"_47":93,"_49":94,"_51":95,"_53":96,"_55":56,"_57":58,"_59":97,"_61":62,"_63":64,"_65":98,"_67":68,"_69":70,"_71":68,"_72":73,"_74":73},6658032,"Dane County adopts alternate, escalation and delegate options to cover approvers on leave",277,1422000,1699000,"/Search/View?dp=1&key=5033948-d7fee15f9b91f6991d90a5b9e253a82b&start=1422&end=1699","https://assets.pipeline.soar.com/5033948-d7fee15f9b91f6991d90a5b9e253a82b/thumbnail_1422000.jpg","/articles/6658032/Dane-County/Wisconsin/Dane-County-adopts-alternate-escalation-and-delegate-options-to-cover-approvers-on-leave","https://secure.pipeline.soar.com/6658032-43e88d99ca0c0065e54b5beadf5be845/orig.mp4?Expires=1770456681&Signature=GQbVQ9CNGwR~j-2dNJKYd21-xpmnLImk3XQx6wtC91vfZ5rfiWP2uIJeh3sbTk9S0-MehC-17z7qNLVWyMPsL~ZrwSRunNzOb6YkLgj-ZX2qJ~-Xlt58TAsHpQHpLpfea~kEKsoQ67Uxt-J3ovVC3M8~1Oq8qlmYt~5o0kSQmJU3zyUaHcn7kx0L4vS4epnT2B2VmRfHyuKjDqieova3hXrz9UGJF-0Ve-f5dCod5dTMwFfmuwfbdopetZq5ow4NAenBTW1KyM8~fIe2v-~t7vRNoQ1Iq0f3QHbHfq1LTGNADPoncuBG3JcHgYDhCbXYE9~5WNd58BdBBD6lq0SSQQ__&Key-Pair-Id=KUT5TJCACFTXG","Dane County staff and a Granicus representative used a vendor training call to review and adopt practical ways to ensure time-sensitive approvals continue when primary approvers are unavailable.

The clerk’s office example dominated the discussion: Scott McDonald, the county clerk, is often the final approver for agenda items and occasionally is at conferences or otherwise away. Granicus demonstrated three options county staff can use to cover his approvals: setting an out-of-office alternate in Legistar, relying on the automated escalation function (which reassigns items when an approver misses the due date), or using the delegate button to insert a temporary approver for a single item.

Granicus staff explained how to set an automated alternate on a people record so that, if the assigned approver does not act by the due date, the system will escalate the item to the alternate and send an email notice. The vendor also showed how an administrator can manually escalate an in-progress sequence to another approver and how an administrator can delegate a single approval to another person without pausing the sequence.

The vendor demonstrated that an approver who wants quick coverage while traveling can log into Insight, the Granicus portal, on any Internet-connected device and approve items in bulk. The county clerk’s deputy, Patty, was advised to either ask Scott to use Legistar’s out-of-office setting or to be added as his automated alternate; either step will allow approvals to flow and generate a clear audit trail indicating the reason the alternate acted.

Granicus noted trade-offs: automatic escalation only triggers after a missed due date, while delegating an item is an immediate action that preserves the original approver’s record and time stamps the delegation. The vendor also demonstrated that out-of-office or delegation activity is logged so future auditors can see when items were reassigned due to an absence.

County administrators agreed to set up Patty as Scott’s alternate for the upcoming period and to encourage Scott to use out-of-office if he plans to be unavailable. Granicus said it would provide documentation and follow-up instructions for configuring alternates, escalations and delegations.","County staff and Granicus reviewed options for ensuring approvals proceed when primary approvers are absent, including out-of-office alternates, automated escalation, manual escalation, delegation and mobile access via Insight.",{"_33":100,"_35":36,"_37":38,"_39":101,"_41":102,"_43":103,"_45":104,"_47":105,"_49":106,"_51":107,"_53":108,"_55":56,"_57":58,"_59":109,"_61":62,"_63":64,"_65":110,"_67":68,"_69":70,"_71":68,"_72":73,"_74":73},6658038,"County and vendor agree to tighten Legistar approval permissions; cancel-sequence to be limited",189,717000,906000,"/Search/View?dp=1&key=5033948-d7fee15f9b91f6991d90a5b9e253a82b&start=717&end=906","https://assets.pipeline.soar.com/5033948-d7fee15f9b91f6991d90a5b9e253a82b/thumbnail_717000.jpg","/articles/6658038/Dane-County/Wisconsin/County-and-vendor-agree-to-tighten-Legistar-approval-permissions-cancel-sequence-to-be-limited","https://secure.pipeline.soar.com/6658038-8e6479cf0a43d2fd85b9ccf55d9143e8/orig.mp4?Expires=1770456681&Signature=bKzq9GmkgUW5TdhT0G~KOeOqMnJ02WchBRhGmMYqZXHPbFM2~uDjjsKjPVgUk4vAMoI50MmejvNGxdcbCHplWFY2JKcHkPrpY~5ahy1TdLPHM5zjcTyaQB7aMxmdybdzYzdPC2N2FO8uslS1feidYWt0T8Z4di1TDAWEW94duiK9EwX1s7Rq3BFm1zw6jfCyJFsmLbqNn4d7HAO~dGQHY6OsvzbgSBXatk5nrCOaZhxSht8trF57nGIKy5tu08BsojxtUGv5uQSKCyTdnACSMI5cfGJBNEBvbZLoJ-sJb46xLg2qUKqZdJ1lAJwIjlk7Mb6SsJofMyU6e3PABzUerA__&Key-Pair-Id=KUT5TJCACFTXG","Dane County and Granicus on a support call agreed to restrict several Legistar approval-tracking permissions for non-administrator users and to simplify approval sequences to reduce accidental deletions and user confusion.

Granicus recommended removing the ability for non-admin users to cancel an approval sequence because canceling deletes the entire sequence history. The vendor said pausing and restarting should remain available; pausing retains history while canceling removes it.

County attendees agreed to remove non-admin rights to add or remove individual approvers from an existing sequence and to limit who can extend due dates. The group decided to keep the ability for approvers to change the order of approvers in one-off situations and to allow non-admins to adjust due days to account for weekends and county-observed holidays.

Granicus explained the rationale: many user errors stem from too-broad permissions. The vendor recommended that administrators be the only role allowed to cancel sequences and to extend due dates. The county agreed that removing cancel rights for non-admins would prevent cases where a sequence is accidentally deleted when it is nearly complete.

The training covered sequence ownership and file-type filters. Granicus staff demonstrated how sequences can be limited so only specific departments or system administrators see certain sequences (for example, claims or zoning-specific sequences), and how a small set of sequence templates reduces user errors.

The vendor suggested keeping approval order strict where legal and fiscal review sequencing matters — for example, controller before clerk on fiscal reviews, attorney before controller on ordinance reviews — and advised against enabling the “early approver” function for sequences that must follow a strict review order.

County administrators asked Granicus to investigate why the people list defaults to checking the approver box when new user records are created; the vendor agreed to flag that to product and operations teams.

No formal policy change was enacted during the call; Granicus staff agreed to implement the configuration changes agreed on the call (remove cancel for non-admins; remove add/remove approver permissions for non-admins; retain pause and limited due-date editing), and county staff agreed to provide a list of who should remain approvers so the vendor could clean up the people list.","On a vendor training call, Granicus advised Dane County to remove 'cancel sequence' and other broad rights from non-administrator users to prevent accidental loss of approval history and to simplify approver workflows.",{"_33":112,"_35":36,"_37":38,"_39":113,"_41":114,"_43":115,"_45":116,"_47":117,"_49":118,"_51":119,"_53":120,"_55":56,"_57":58,"_59":121,"_61":62,"_63":64,"_65":122,"_67":68,"_69":70,"_71":68,"_72":73,"_74":73},6658041,"Dane County staff say Granicus incident emails lack detail, ask vendor to clarify",194,79000,273000,"/Search/View?dp=1&key=5033948-d7fee15f9b91f6991d90a5b9e253a82b&start=79&end=273","https://assets.pipeline.soar.com/5033948-d7fee15f9b91f6991d90a5b9e253a82b/thumbnail_79000.jpg","/articles/6658041/Dane-County/Wisconsin/Dane-County-staff-say-Granicus-incident-emails-lack-detail-ask-vendor-to-clarify","https://secure.pipeline.soar.com/6658041-69aa08e4ad1034f50295aff48b81bb5d/orig.mp4?Expires=1770456681&Signature=M5eNI9gAW22IoqSkkkUlGbhyEcoZiOVTO784wQnQ8xNfr7tPlh9JwF3uJmkibMm~iZgrPK~aGBuMhtIKUxj5VxQiLnbII8YCMrseGoqgJTTO6DQjOShUhyVHa1aGOp1YLBHQXBO1bUq3vQ8O9SlvU7soMcZuLv1KlrXOrlrIVch9QmWtQ-BIwgPqrsoc1V48TAKp5a79Fn-yKslHUL0-jQX6T3bLZljMualL~OwwZAwfgSZu4aoGnrq9b5t-CW4ve0sy7v5IMLDuh77hPFUzvodYmBi3ig9Of7vVXCWJIqJbGBMw-p0foYHTr0roVYoGVJ35fWtsO0sdQ8knjBabsQ__&Key-Pair-Id=KUT5TJCACFTXG","Dane County staff told Granicus representatives on a June support call that automated incident emails from Granicus give too little information about product outages and make it unclear whether county users need to take action.

County staff said message subjects often only note “an incident” and link to a status page without explaining which product functionality is affected or how severely. That uncertainty has left staff unsure when to notify internal teams or escalate to vendor support.

On the call, a Granicus representative acknowledged the problem and said incident notices are typically authored by the vendor’s incident team or senior support leadership. The representative said she would relay feedback to the incident team and asked county staff to forward examples of confusing messages so the vendor can improve the text and links.

County staff gave examples of notices that list multiple Granicus components as affected (for example, Swagit video and media manager playback) while the county does not use all those products. Staff said that created ambiguity about whether Legistar itself was degraded.

The vendor representative said the status page does include a lifecycle for incidents—\"investigating, identified, monitoring, resolved\"—but agreed that the initial email often lacks specific impact details. She proposed follow-up with the incident communications team and suggested possible product-level subscriptions so clients receive notifications only for products they actually use.

County staff also asked whether Granicus could link Office 365 out-of-office signals to Legistar in the future so automated out-of-office settings and some notifications would synchronize; the vendor said that integration is under consideration but gave no firm timeline.

Staff said broad-scale outages reported by Granicus (for example, a data-center power loss) should be articulated more clearly in initial emails so county IT and communications staff can determine whether to alert internal users or the public.

The vendor representative asked county staff to forward specific confusing messages so Granicus can revise templates and make the status-page links more useful. The county attendees said they would do so.

The conversation concluded with Granicus agreeing to take the feedback to its incident communications lead and follow up with the county about whether product-filtered notifications and clearer email copy are feasible.

The call did not record any formal change to Granicus incident procedures; the vendor said it would investigate and respond to the county’s request for clearer messaging.","County staff told Granicus representatives during a training call that automated incident notifications for Legistar and related products provide insufficient detail, causing confusion about whether and how staff should respond.","actionData","errors"]

Article not found

Dane County reviews approval sequence templates and email notices; considers repurposing a template for agenda posting

Dane County to clean up 2,000-person Legistar directory after vendor flags default approver setting

Dane County adopts alternate, escalation and delegate options to cover approvers on leave

County and vendor agree to tighten Legistar approval permissions; cancel-sequence to be limited

Dane County staff say Granicus incident emails lack detail, ask vendor to clarify