Electronic Plan Review

The City of Tampa’s Planning and Development Department is excited to announce the launch date of Monday, March 4, 2019 for their new electronic document review solution for building records, the Digital Plan Room. The Planning and Development Department has partnered with ePermitHub to launch the Digital Plan Room, which is seamlessly integrated into the Accela Citizen Access (ACA) Portal. Please click on the topics below to get more information on things like what to do now to get prepared, tutorials, and the training schedule.


Overview

The City of Tampa’s Planning and Development Department has partnered with ePermitHub to launch the Digital Plan Room, a new electronic document review solution that is seamlessly integrated into the Accela Citizen Access Portal. This solution will introduce many new features to optimize the plan review process. The Digital Plan Room system includes:

  • Simple file uploads and automated versioning at the sheet level
  • Collaborative issue/condition communication for plan review comments
  • Seamless user experience within Accela Citizen Access
  • Immediate digital signature validation checks upon upload
Other highlights include:
  • Clients will now receive instant feedback when uploading their documentation whether their documents and plans meet the digital signature guidelines.
  • Interactive access to color coded mark-ups (by discipline), issues, and conditions from within Citizen Access for reviewing disapproved comments.
  • Submission of any corrections will only require revised sheets to be submitted.
  • The small Resubmit button will no longer be the method used to resubmit plans.
To utilize the new electronic plan review solution, please first log into your ACA account at aca.tampagov.net.

News

The new electronic document review system will be implemented on Monday, March 4, 2019 as a result the ACA citizen access portal will be unavailable Friday, March 1st through Sunday, March 3rd. Review the following important steps that you can take now to prepare for the new system.

Get prepared

Training Schedule


Digital Standards

Document Standards

Tutorials


Using the Digital Plan Room


Adding Contacts to a Record


Help

How to Flatten Comments/Stamps in a PDF File Using Adobe

  1. Select the Print Production from the Tools top toolbar.
  2. Select Preflight from the right sidebar menu.
  3. Select PDF Fixups from the pop-up dialog box.
  4. Select Flatten annotations and form fields.
  5. Select Analyze and fix at the lower-right of the pop-up dialog box.
  6. Save the file to a location where you can easily retrieve with a different name so as not to overwrite the original file.
How to Flatten comments/stamps - CAD

How to Flatten comments/stamps - CAD

Issue:

After plotting, publishing, or exporting a drawing from AutoCAD 2016 to PDF, when looking at the PDF file in a PDF viewer, each block of text has been put into the Comments List in the PDF.

Causes:

This is a new feature of AutoCAD 2016 that provides searchable text in a PDF when using SHX fonts. However, there is no option to turn this off without having Service Pack 1 installed.

Solution:

To turn off having SHX text put into your PDF comments, a new system variable (EPDFSHX) was added with AutoCAD 2016 Service Pack 1 (EPDFSHX is native to AutoCAD 2017):

  1. Install AutoCAD 2016 Service Pack 1.
  2. On the command line in AutoCAD, enter EPDFSHX.
  3. Set the value to 0 (zero).

Without having the service pack, the workarounds are to use AutoCAD 2015 or older to create PDFs, use a third‐party PDF driver, or change the text in your drawing to a TrueType font.


Error Messages and How to Resolve Them:

Certificate has been revoked.
Your certificate has been revoked by the certificate authority (CA). It is possible that your identity or certificate have been compromised. Contact your CA for questions regarding the revoking of your certificate and to obtain the steps necessary to have your certificate re-issued. Once the issue has been resolved, please remove the file by clicking the Remove icon, re-sign the document with a valid certificate, and re-upload the file.
Certificate has invalid dates.
The certificate with which this signature was signed was not valid at the time the file was signed or there is an issue with the timestamp. Verify the certificate is valid before signing the file by contacting your Certificate Authority. It is possible that the Certificate Authority may need to re-issue your certificate. Otherwise, if a timestamp was not applied to the signature, apply the time stamp to the signature and verify the clock on your computer is not set to a past date. Once the issue has been resolved, please remove the file by clicking the Remove icon, re-sign the document with a valid certificate, and re-upload the file.
Certificate is expired.
The certificate with which these signatures were applied has expired. Each certificate has an expiration date. Verify the certificate is valid before signing the file. Please contact your Certificate Authority to resolve the expiration issue. Once the issue has been resolved, please remove the file by clicking the Remove icon, re-sign the document with a valid certificate, and re-upload the file.
Certificate issuance date is in the future.
The certificate with which these signatures were signed have a date in the future. There can be one of two reasons for this error. Make sure that the certificate is valid before signing the file. You might need to have your Certificate Authority re-issue your certificate. Otherwise, you did not apply a timestamp to the signature and the clock on your computer is set to a past date. Once the issue has been resolved, please remove the file by clicking the Remove icon, re-sign the document with a valid certificate and timestamp, and re-upload the file.
Certificate was expired at the date of signature.
The certificate with which these signatures were signed has expired. Each certificate has an expiration date. Make sure that the certificate is valid before signing the file. To resolve, please contact your Certificate Authority. Once the issue has been resolved with your Certificate Authority, please remove the file by clicking the Remove icon, re-sign the document with a valid certificate, and re-upload the file.
Certificate was issued after signing date.
The certificate with which this signature was signed was not valid at the time the file was signed or there is an issue with the timestamp. Verify the certificate is valid. It is possible that the Certificate Authority may need to re-issue your certificate. Please contact your Certificate Authority to resolve the issue. If a timestamp was not applied to the signature, apply the time stamp to the signature. Once the issue has been resolved, please remove the file by clicking the Remove icon, re-sign the document with a valid certificate, and re-upload the file.
Document has been modified since it was signed.
Per the Florida Administrative Code 61G15-23.003, the electronic signature is invalidated if any data in the document is changed after the signature has been added to the document. Some third party products will slightly modify the plan. Please use Adobe Acrobat Reader instead of other PDF creation products like Foxit Phantom PDF. These products will cause you to receive an error that the plans have been modified after signing. To resolve this error: Remove the signature field from the document, re-sign the document, and re-upload the file. If you continue to receive the error, please watch Digitally Signing Documents with Adobe.
File is corrupted.
The uploaded file is inaccessible, unusable or damaged and system is unable to open it. Once the issue has been resolved, please remove the file by clicking the Remove icon and upload a new copy of the file.
File is encrypted.
The uploaded file is encrypted or password protected. The system cannot process encrypted or password protected files. Please remove the password protection from the file. Once the issue has been resolved, please remove the file by clicking the Remove icon and upload a new copy of the file.
File is not signed.
A digital signature is required for this document type. Please add a valid digital signature to the file. For instructions and information regarding digital signatures, please see the City's Guide to Digital Signatures. Once the issue has been resolved, please remove the file by clicking the Remove icon, re-sign the document, and re-upload the file..
Invalid Certificate.
The certificate with which these signatures were signed is not valid. Verify the certificate is valid before signing the file by contacting your Certificate Authority. It is possible that the Certificate Authority may need to re-issue your certificate. Once the issue has been resolved, please remove the file by clicking the Remove icon, re-sign the document with a valid certificate, and re-upload the file.
Invalid certificate on signing date.
The certificate with which this signature was signed was not valid at the time the file was signed or there is an issue with the timestamp. Verify the certificate is valid. It is possible that the Certificate Authority may need to re-issue your certificate. Please contact your Certificate Authority to resolve. Otherwise, a timestamp was not applied to the signature and the clock on your computer is set to a past date. Once the issue has been resolved, please remove the file by clicking the Remove icon, re-sign the document with a valid certificate and timestamp, and re-upload the file
One or more signatures have problems.
Please make sure that all of the signatures have met all of the digital signature standards. Please remove the file by clicking the Remove icon. Re-sign the file and re-upload the signed file. If you are receiving this message and you are using a valid 3rd party Certificate Authority, please submit an electronic document help request and we will contact you.
Revocation checks could not be completed.
The system was unable to validate the certificate with the certificate authority (CA). The CA system may be down, or there was an error communicating with the CA. If the problem persists, please submit an electronic document help request and we will contact you. Once the issue has been resolved, please remove the file by clicking the Remove icon, re-sign the document, and re-upload the file.
Root certificate is not trusted.
A certificate authority (CA) is a trusted entity that issues electronic documents to verify the identity of a digital entity. The CA that issued the certificate with which these signatures were signed is not trusted by the agency because it does not meet the professional board rules security standards. Self-signed documents are not accepted per the Florida Administrative Code 61G15-23.003. The new requirement states that you must have your own identity, digital seal and signature validated by a 3rd party Certificate Authority. Local Engineers, Architects, and Surveyors are using Entrust, IdentTrust, VeriSign, and GlobalSign most frequently. For more information on digital signatures please see the City's Guide to Digital Signatures. Once the issue has been resolved, please remove the file by clicking the Remove icon, re-sign the document with a valid certificate, and re-upload the file. If you are receiving this message and you are using a valid 3rd party Certificate Authority, please submit a request for assistance and we will contact you.
Signature date is in the future.
The signature date on the document is in the future. A timestamp was not applied to the signature and the clock on your computer is set to a future date. Please remove the file by clicking the Remove icon. Re-Sign the document with a valid timestamp and re-upload the file.
Signature does not have a valid time stamp.
Signature does not have a valid timestamp from a TSA (Timestamp Authority). The timestamp is used as a reference point for checking validity of the signature. Once the issue has been resolved, please remove the file by clicking the Remove icon, re-sign the document, apply a timestamp to the signature, and re-upload the file.
Unexpected error occurred.
This error could signal an error on the Plan Room server or an issue with the PC or connection used to submit it. Please remove the file by clicking the Remove icon. Please try resubmitting a second time and if the problem persists, please submit an electronic document help request and we will contact you.
Unknown error.
This error could signal an error on the Plan Room server or an issue with the PC or connection used to submit it. Please remove the file by clicking the Remove icon. Please try resubmitting a second time and if the problem persists, submit a request for assistance and we will contact you..

Expand All Answers

Frequently Asked Questions

Why isn’t my digital signature passing validation?
A certificate authority (CA) is a trusted entity that issues electronic documents to verify the identity of a digital entity. The CA that issued the certificate with which these signatures were signed is not trusted by the agency because it does not meet the professional board rules security standards. Self-signed documents are not accepted per the Florida Administrative Code 61G15-23.003. The new requirement states that you must have your own identity, digital seal and signature validated by a 3rd party Certificate Authority. Local Engineers, Architects, and Surveyors are using Entrust, IdentTrust, VeriSign, and GlobalSign most frequently.


DocuSign , is a secure signing service and is not recognized as a third party certificate authority, or a SSL/TLS certificate which provides root certificates or private keys. If you research these authorities, you will see that DocuSign is more of a loan style signing service. It may have been accepted in the past in error, but the Digital Plan Room is designed to verify that proper certificates are being used. Please see our Guide to Digital Signatures for more information on digital signatures.
Any Certificate Authorities not listed in our Guide to Digital Signatures that are certified by either GSA's FPKI and/or the WebTrust Consortium will be acceptable to the City of Tampa.


Approval Process Guide to become Certified with GSA's FPKI
Application form

Why do my plans say they have been modified, but I have not made any changes?
Some third party products will slightly modify the plan. Please use Adobe Acrobat Reader instead of other PDF creation products like Foxit Phantom PDF. These products will cause you to receive an error that the plans have been modified after signing. If you continue to receive the error, please watch Digitally Signing Documents with Adobe.
Why can’t I see the Plan Room when I log into the Citizen Access Portal?
You must be a contact on the record. To be added, the primary contact on the record must complete the “Add Contact” steps in the Citizen Access portal. Contacts can be added at the time of submittal or after the fact by using the “Add Contact” record.
Why are my plans taking so long to process during the upload process?
File processing speed will vary depending on the file size and number of sheets. It is ok to navigate to other items while the plans are being processed. You will receive an email with a link when the file processing is complete.
What is an issue versus a condition?
Issues are code related concerns that must be corrected by correcting the appropriate drawings.
Conditions are concerns that can be corrected in the field by the inspection staff and are similar to drawings.
What do I need to submit when I am uploading revised plans?
When submitting revised plans, provide written responses to each issue on the record and upload only the corrected sheets. Corrected sheets must still have third party verified digital signatures in order to upload the corrections. It is no longer necessary to resubmit the entire plan set.
What are the document submission guidelines?
View the document submission guidelines
What is a Certificate Authority?
A Certificate Authority (CA) (or Certification Authority) is an entity that issues digital certificates.The digital certificate certifies the ownership of a public key by the named subject of the certificate. This allows others (relying parties) to rely upon signatures or assertions made by the private key that corresponds to the public key that is certified.
How do I obtain a digital signature?
Please see the City's Guide to Digital Signatures.
Where can I find more information on the error message I am receiving?
Please see Error Messages and How to resolve them.
Can I make mid-cycle changes and upload new plans?
The plan review cycle must be completed before new plans can be uploaded. Mid-cycle uploads are not permitted. At the conclusion of the plan review cycle, you will receive notification that the plan review cycle is complete.

Contact Us

If you need assistance please contact us at CSDHelp@tampagov.net or call us at 813-274-3100 extension 1.