Customer Portal How-To Guide (2024)

Customer Account Setup

Prerequisite: Customer has created their MyODOT account. See the MY ODOT Account Setup procedure for more details.
Description: Customer sets up a new account.

Follow the steps to setup a customer account in the Customer Portal

1. Enter MyODOT credentials on the Login screen and click <Login>
2. If no linked account has already been created, enter the new user account set-up information
3. Click <Submit>.
4. Click ‘Account’ at the top right corner of the screen to view or edit account/profile information. 

Application Submittal Workflow

Description: Customer submits a permit application

1. Click <Submit Application>.
2. Choose your application type and click <Apply>.
3. Select reviewer name from dropdown.
4. Applicant Information is prepopulated and provides the ability to submit the application ‘on behalf of’ someone else.
   1. Check the “I am submitting this permit on someone else’s behalf” checkbox.
   2. The Applicant Information will change from read-only and will become blank and editable.
   3. Enter the Applicant Information.
5. Enter the Permit Information (The specific data will vary by permit type).
6. For the Location Information, click the <Click here to locate your permit on a map> button and the GIS viewer will open
   1. Follow the instructions on the GIS screen to locate the desired permit location. Clicking the location on the map will run a ‘conformance check’ to determine if the location follows permitting rules.
   2. If it complies, the County, Route, Section, Municipality, Side of Road, Latitude and Longitude will be populated in the location table on the application screen after clicking the <Submit> button.
7. In the Attachments section, click to open the links provided for reference and guidance for completing the application.
8. Upload/attach all required attachments, as well as other attachments (will vary by permit type), as necessary.
9. Complete the Acknowledgment by <checking> the Acknowledge Box.
10. Click the <Submit Application> button or the <Save the Application for Later> button
    1. If the <Submit Application> button is clicked, the system verifies the information and saves the permit information.
       1. An application number is returned.
       2. An email is sent confirming that the application has been submitted and will include the Application # for reference (the email will also go to the “On behalf of person” if this is chosen).
       3. An email is sent to the ODOT Permit Tech.
    2. To review the application
       1. Click on <Application History> from the dashboard to see saved and submitted applications and to view the details of the application.
    3. If the <Save for Application Later> button is clicked, the applicant, permit, and location information data previously entered will be saved so that the application can be completed later, as described below. The application can be saved at any time and does not need all required fields to be completed.
    4. To access a saved application,
       1. return to the dashboard screen and click on <Action Items>.
       2. Locate the application to be completed and click the <Complete Item> button.
       3. The application screen will open and the previously entered data will be populated, except for attachments and the acknowledgment.
       4. Follow the steps above to complete the application.

Action Items Workflow

Description: Customer responds to requests sent to the applicant by the ODOT Permit Tech

1. Customer receives an email stating one of the following:
   1. Additional Information Requested
   2. Application Incomplete
   3. Application Denied
2. The email may have attachments sent by the ODOT Permit Tech. The customer should open and review these attachments
3. Login to the Customer Portal and click on <Action Items>
4. Click the <Complete Item> button to open the action item details (You may need to refer to the attachments provided in the email).
5. Enter the Applicant Response.
   1. If the Action Item type is <Application Denied> and you wish to appeal, state the desire to appeal in the Application Response.
6. Click the <Select Files> button to attach one or more files to submit with the response.
7. Click the <Submit> button.
8. An email is sent to the ODOT Permit Tech informing them of the response. 

Review Submitted Applications / Approved Permit Workflow

Description: Customer is able to see status of submitted applications and approved permits

1. Login to the Customer Portal and click <Permit List>
2. Click the Search button to display all submitted applications or approved permits.
3. To see more details about the submitted application or the approved permit, click on the pencil icon in the Application Information column.
4. The application or permit details will display.
5. For a permit that has the status of Permit Issued, there will be an icon in the Download column. Click this icon to download the permit documents.

Extension Request Workflow

Description: Customer requests a permit extension

1. Login to the Customer Portal and click <Permit List>
2. Click the button in the Request Extension column for the permit you want to extend.
3. Fills in the reason for the request and click the <Submit> button.
4. An email is sent to the ODOT Permit Tech informing them that a permit extension has been requested.