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ProjectDox Plan Review
The City of Escondido has an exciting update regarding our electronic plan review process.
ProjectDox is the City of Escondido's new electronic plan review system. ProjectDox provides an enhanced approach for applicants to submit their projects for plan review and provides transparency during the review process. It allows for cohesive workflows among the City departments while delivering a user-friendly applicant experience. For additional information on ProjectDox, refer to our Frequently Asked Questions (FAQ) below.
The City and Avolve Software hosted a virtual training on March 14, 2024, to make the transition as seamless as possible. The PowerPoint slide deck can be found at the following link: ProjectDox Community Outreach (PDF). Questions asked during our community training are provided (and answered) under the FAQs below.
- What is ProjectDox?
ProjectDox is the City of Escondido's new electronic plan review system. - What if I have an active case in plan review with Development Services?
If you have an active case which was submitted in OnBase prior to the implementation of ProjectDox, it will continue in OnBase. - What if I have a new project for plan review?
For all NEW projects submitted after March 14, 2024, plan review will occur in ProjectDox. - How do I submit a new project through ProjectDox?
To begin a new submittal through ProjectDox, start at the City's Online Permit Portal. For permits not available through the Portal, please contact the respective division via email or phone to begin the application process. - What should I know before I begin my ProjectDox submittal?
ProjectDox allows for real time viewing of City comments by the applicant, in an effort to boost transparency. ProjectDox also requires a specific naming convention for project plan upload.
- I'm a new ProjectDox applicant, what do I do first?
You will receive a "New Account Request" email from ProjectDox upon creation of your application, where you can create a log in for all future projects through the City. - How do I upload and submit drawings and documents in ProjectDox?
First, ensure your browser's pop-up blocker is disabled.
You will receive a project invite email to "Upload and Submit." Click on "Start Task," in order to view your project, upload files, and submit them for staff review. Step 1 of your submittal task will be to upload all documents and drawings. - What are "Drawings?"
Drawings are plan sheets for project review. Plan sets must be uploaded into the "Drawings" folder and may be no more than a single page per upload. Applicants may batch upload several files at a time. All files in the "Drawings" folder must follow the City's Naming Convention, identified below. - What are "Documents?"
Documents are any supplemental documents required, such as application forms, technical studies, and project descriptions. Documents may be multiple pages, and should be named to identify the document (e.g., "Application," "Air Quality Study," "Letter of Authorization," etc.). - I've uploaded all my files, what now?
Follow steps 2 and 3 of the assigned task to verify that all project files have been uploaded, and submit them to the City for initial review. - How do I view my project's status and access preliminary comments?
Log in to ProjectDox to view your project's status, and review preliminary comments. You will find comments made by the review department/division under the Review tab of the project. Comments can be filtered by department, or viewed all at once. - What if I have multiple response-to-comment letters from members of my development team, such as designers, architects, etc.?
If an applicant exported review comments out of ProjectDox and into an Excel file, they are able to subsequently upload the exported Excel file back into ProjectDox and their responses added into the Excel document will upload directly into the review comments in ProjectDox. An applicant may upload multiple Excel files of the original exported file, so they do not have to wait for all team members to respond to one Excel file. - How do I add others (additional applicants, owners, agents) to view a project?
When an applicant has an open task to complete, there will be an "Invite Others" tab available. Within this tab, an applicant can either invite others to view a project, or remove a previously added applicant from the project. An applicant will need to enter additional applicants names and email addresses. The invitee will receive a project invite email, which will provide them access to the project.
If the invitee does not have an account, they will need to create a ProjectDox account.
Project files uploaded into the "Drawings" folder in ProjectDox must follow the City of Escondido's adopted Naming Convention for files. Upload of files will be rejected if files do not follow the below requirements (please note that no spaces are permitted):
Case-NumberDisciplinePageNumbers-FileName
Examples:
B16-4882A001-TitleSheet
GP25-0012L002-PlantingPlan
PL20-1010A006-ColoredElevations
The Case Number is provided by the City. Refer to the table below for the applicable Discipline for the drawing. The applicant is responsible for the PageNumbers and FileName.
| Discipline | Name / Description |
| G | General (Sheet list, symbols, code summary, etc.) |
| H | Hazardous Materials (Abatement, handling, etc.) |
| V | Survey / Mapping |
| B | Geotechnical |
| C | Civil |
| L | Landscape |
| S | Structural |
| A | Architectural |
| I | Interiors |
| Q | Equipment |
| F | Fire Protection |
| P | Plumbing |
| D | Process |
| M | Mechanical |
| E | Electrical |
| W | Distributed Energy |
| T | Telecommunications |
| R | Resource (Existing conditions, buildings, etc.) |
| X | Other disciplines NEC |
| Z | Contractor / Shop Drawings |
| O | Operations |
Applicant must understand and acknowledge the City of Escondido has implemented ProjectDox, a live-comment application system. Application submittal may receive several comments, questions, and/or inquiries from a variety of City disciplines. Applicant must understand that the application's submittal review cycle is finished when all City disciplines have submitted their comments, unless otherwise noted by the City. Comments, questions, and/or inquiries made by the City of Escondido, its officials, officers, agents, and employees are subject to change upon the receipt and review of new information within the application submittal review cycle period.
Applicant must understand and acknowledge that any members of their application team shall not respond to live comments made during a review cycle. Applicant must wait to respond until all live comments when the application submittal's review cycle is finished.