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Supported Email Scenarios

Arkata handles eight types of authority email — six from the Planning Authority and two from the BCA. Everything else is flagged for you to deal with by hand.

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Planning Authority Scenarios

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1. Initial Submission Requirements (ISR)

What it is: After you submit a planning application, the PA sends an email listing the initial requirements you need to fulfil. What Arkata does:

• Matches the email to your project using your Internal Reference
• Extracts the PDF attachment (the requirements letter)
• Stores it as a project document
• Creates a task with the due date and requirements listed
• Sends you an inbox notification

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2. Request for Information (RFI)

What it is: The PA sends a request for additional information during the processing of your application. What Arkata does:

• Matches the email to your project (uses Internal Reference first, PA Reference as fallback)
• Extracts the PDF attachment
• Stores it as a project document
• Sets the PA Reference on your project (if not already set)
• Creates a task with the due date and information requested
• Sends you an inbox notification

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3. RFI Initial Vetting Reminder

What it is: A follow-up reminder from the PA about an outstanding RFI that hasn’t been addressed yet. What Arkata does:

• Matches the email to your project (same logic as RFI)
• Extracts the PDF attachment
• Stores it as a project document
• Sets the PA Reference on your project (if not already set)
• Creates a task with the reminder deadline and outstanding items
• Sends you an inbox notification

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4. Post Decision Requirements (PDR)

What it is: Requirements the PA issues after a decision on your application — things that must be settled before the executable permit is issued. What Arkata does:

• Matches the email to your project using the PA Reference (primary), falling back to Internal Reference
• Extracts the PDF attachment
• Stores it as a project document
• Creates a task with a 6-month deadline and numbered requirements
• Sends you an inbox notification

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5. Development Planning Application Recommendation (DPA)

What it is: A notification that the Planning Commission has issued its recommendation on your application — to grant or refuse development permission — ahead of a board meeting. It may carry notes to the committee and, on a refusal, the reasons. What Arkata does:

• Matches the email to your project using the PA Reference in the subject line (falling back to the reference in the PDF)
• Extracts the PDF attachment and stores it as a project document
• Reads the recommendation and the two key dates (the written-submissions deadline and the commission meeting date)
• Grant with no notes to committee — marks the DPAR lifecycle phase complete and sends a project notification. No task.
• Grant with notes, or Refuse — creates two tasks: a Written Submissions task (carrying the notes, plus the refusal reasons on a refusal) and a Commission Meeting task. A grant also marks the DPAR phase complete; a refusal leaves it open.
• Sends you an inbox notification

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6. Non-Executable Decision Notice (NEDN)

What it is: The endorsed decision notice confirming your permit has been approved. The permit is “non-executable” until pending requirements are settled, but the approval and its validity period are now fixed. What Arkata does:

• Matches the email to your project using the PA Reference (the only reference on these notices — from the subject line, also present in the document)
• Extracts the PDF attachment and stores it as a project document
• Marks the relevant approval phase complete for your project type (for a standard PA project, Approved Permit)
• Reads the publication date and the validity period (“valid for a period of…”) and, for project types that carry a permit deadline, sets your project’s permit expiry date (publication date plus the validity period) — only when it isn’t already set
• Sends you an inbox notification

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BCA Scenarios

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7. BCA Method Statement

What it is: An automated email from the BCA portal containing the review of your method statements (demolition, excavation, or building works). What Arkata does:

• Matches the email to your project using the PA Reference in the email subject
• Extracts the PDF attachment
• If the review has no issues — marks the BCA Clearance lifecycle phase as complete
• If the review has items to address — creates a task listing all method statement items and comments
• Stores the PDF as a project document
• Sends you an inbox notification

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8. BCA Clearance

What it is: The BCA confirms you have clearance to carry out works as per SL623.06. This means the BCA review process is complete. What Arkata does:

• Matches the email to your project using the PA Reference in the email body
• Marks the BCA Clearance lifecycle phase as complete on your project
• Sends a notification to Partners
• No task is created — there’s nothing left to action

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What about other email types?

Anything else is not processed automatically. You get a notification asking you to review it by hand. That’s deliberate — Arkata only automates what it can do reliably.

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Summary table