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

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.