The JES Triage Team handles overdue projects from the Baltimore, Richmond, and Manassas branches. When a project has gone 45 days without an inspection, the system automatically transfers it to the Triage account. The triage team then works the project through to certification or returns it to the originating branch.
The 45-day clock works like this:
Projects reach the triage team through three paths:
Path 1: Auto-Transfer (45-Day Rule)
Path 2: Manual Assignment
Admin (Dustin or Jacob) can manually assign specific projects to triage from the admin portal. This follows the same process: account switch, triage status set, branch recorded, Comm Log entry created.
Path 3: Triage Intake (Portal)
The triage team can also bring in projects directly through the intake system in the portal. There are two intake categories, detailed in Sections 06 and 07.
The triage dashboard at unlikely.icu is tailored to the triage role. It shows:
- Active Triage Projects
- All projects currently assigned to the JES Triage account, sorted by age (oldest first).
- This Week’s Inspections
- Triage projects with site visits scheduled in the current Monday–Sunday window.
- Triage Activity Summary
- Closed today, closed this month/year, and the count of projects returned to branch. These numbers come from live SmartSuite data.
- New Arrivals
- Projects with 7 or fewer days in triage, so you can see what just came in.
- Average Days in Triage
- Running average across all active triage projects, for workload visibility.
The dashboard also surfaces unclaimed work queue items (post-production + triage combined) so you can pick up new assignments.
| Status | Meaning | Who Sets It |
|---|---|---|
| Assigned | Project just arrived in triage. Initial state after transfer. | System (auto-transfer) or Admin |
| Under Review | Triage team is actively reviewing the project. | Triage team |
| Awaiting Documents | Waiting on permits, plans, or other docs. RFI may be outstanding. | Triage team |
| Desk Review In Progress | Office-based document review underway. No field visit needed. | Triage team |
| Field Visit Required | Post-production on-site inspection needed before certification. | Triage team |
| Ready for Certification | All work complete. Project is ready for cert package generation. | Triage team |
| Returned to Branch | Project sent back to originating branch. Triage work complete or deferred. | Triage team or Admin |
Every status change is automatically logged in the Comm Log with a timestamp and the new status value. You update status from the project detail view in the portal, or through the triage status endpoint.
Category 1 intake is for projects that already exist in the system. JES provides a permit number, address, or customer number, and the system searches for a match.
When you confirm assignment, the system:
- Moves the project account to JES Triage
- Sets triage status to “Assigned” and records the assigned date
- Records the originating branch
- Moves any staged files into the project’s directory
- Creates a Comm Log entry
- Checks for missing plans/permits and auto-creates an RFI if needed
Category 2 is for projects that were never in our system. These are often old jobs (potentially 10+ years) that JES needs closed out. The project may have been inspected by another agency, or never inspected at all.
Upload documents (permits, plans, photos, drive logs, engineering calcs) during intake. Files are staged by session, then moved to the project’s permanent directory on confirmation.
| Upload Category | What Goes Here |
|---|---|
| PERMITS | Building permits, permit cards |
| PLANS | Construction plans, architectural drawings |
| PHOTOS | Site photos, inspection photos |
| DRIVELOGS | PSI / torque / driving log data |
| ENGINEERING | Engineering calculations, soil reports |
| OTHER | Anything that doesn’t fit the above categories |
Every project has a file directory organized by category. The triage detail view shows a complete inventory of what’s on file, including file names, sizes, and modification dates.
You can view the file inventory for any project from its detail page. The inventory is organized by category (PERMITS, PLANS, PHOTOS, DRIVELOGS, CERTS, etc.) and shows counts per category.
The inventory check is critical before intake. When working a Category 1 intake, always review the inventory first so you don’t upload duplicate files. The system shows exactly what’s already present.
The Regional Overdue Permit Taskforce Tracker is a data table embedded in the portal at both unlikely.icu (triage) and unlikely.xxx (admin). It shows all overdue permit records organized by geographic zone, with match status against both the legacy PMS and current Mostly systems.
How the tracker works:
What each record shows:
| Field | Description |
|---|---|
| Customer Name / ID | From the JES spreadsheet |
| Physical Address | Property address |
| Permit Number | JES permit reference |
| State / City / County | Jurisdiction details |
| Project Type | Residential or commercial |
| End Date | Construction end date from JES |
| Days on BW | Days on the backlog/worklist |
| Final Inspection Date | Date of last inspection |
| Cert Received | Whether cert has been received |
| Third Party | Third-party involvement |
| Notes | Free-text notes, editable in the tracker |
| Workflow Push Date | When the record was pushed into the triage workflow |
| PMS Match | Link to legacy PMS record if found (cert status, invoice status) |
| Mostly Match | Link to current Mostly/SmartSuite record if found (project status, cert status) |
Tracker Features:
- Tabs by zone — records grouped by geographic region
- Search & filter — filter by text, match status, or zone
- Sortable columns — click column headers to sort
- Expandable rows — click a row to see PMS/Mostly match details, cert links
- Inline editing — edit JES fields (notes, dates, etc.) directly in the tracker
- Cert links — direct links to generated cert PDFs when available
- Close/reopen — mark records as closed when work is complete
Sync:
The tracker stays current through a sync process that re-checks PMS and Mostly record statuses. Sync can be triggered manually or runs on schedule. When synced, the system fetches the latest cert status and invoice status from both PMS (SmartSuite legacy) and Mostly (SmartSuite current) and updates the tracker data.
The Comm Log is the audit trail for every triage project. Events are logged automatically by the system and can also be added manually by the triage team.
Auto-logged events:
- Project transferred to triage (with originating branch and age)
- Triage status changes (with old and new status)
- Project returned to branch
- Intake assignments (both Category 1 and Category 2)
Manual log entries:
You can add manual entries from the project detail view. Each entry has a subject, content, and message type. Available types:
| Type | When to Use |
|---|---|
| General | General notes, updates, observations |
| Scheduling | Scheduling-related communications |
| Status Update | Progress updates on the project |
| Escalation | Issues that need attention from admin/branch |
All entries show the sender (“Triage System” for auto-logged, or the logged-in user for manual), the timestamp, and the channel (Internal for all triage entries). View the full history from the project detail page — entries are sorted newest-first.
Triage projects have special routing rules for certification delivery and invoicing:
- Cert Package Delivery
- While the project is in triage, cert packages route to the triage team contact (Stephanie / JES Triage account). The originating branch does not receive certs directly.
- Invoice Routing
- Invoices for triage projects route to the originating branch, not the triage account. The system reverse-maps from the triage account back to the original branch’s GOA for invoice delivery. This ensures billing stays with the branch that owns the client relationship.
When a project is transferred to triage (through auto-transfer or Category 1 intake), the system automatically checks the project’s file directory for required documents.
triage role.
If no triage users are found, defaults to the triage1 user.
The portal notification system sends alerts for key triage events:
- Auto-transfer: When a project is automatically transferred to triage,
all users with the
triagerole receive a notification with the project address, originating branch, and project age. - RFI created: When a missing-docs RFI is auto-generated, assigned users are notified.
- Escalation: When a project escalation is created, triage team members receive notification.
Notifications appear in the portal bell icon and are scoped to the triage role. They include a direct link to the project detail page.