Exactix v4.1.39 Release – Key Changes & Q&A (Excavators)
Release Overview
What is changing?
Exactix version 4.1.39 introduces enhanced tracking and stricter alignment between Positive Responses and supporting documentation (attachments) when an Excavator Renotification (EXRN) or Relocate/Refresh (RLRF) is generated
Why this change?
The release ensures that documentation corresponds to the current version of a ticket, preventing outdated or missing attachments from being assumed as valid for new ticket actions
Key Functional Changes
1. New Attachment Required for EXRN and Relocate/Refresh
- When an EXRN or RLRF is generated, a new attachment must be uploaded with the response.
- For Service Areas that have received the EXRN or Relocate Refresh, attachments from the original ticket do not carry forward automatically and must be re-uploaded
- Because the system may flag duplicate attachments, users may need to make a slight change to the file name when uploading the new attachment.
- Failing to upload a new attachment with the response may result in a late notice.
2. Attachments Stay Aligned to the Correct Ticket Version
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Each EXRN or RLRF requires documentation specific to that version of the ticket.
- This ensures accurate historical tracking and clearer accountability for members and excavators
3. Enhanced Visibility into Attachment Status
- Exactix will display whether attachments are present or missing for the current response.
- Attachments previously provided by the notified Service Area on the EXRN or RLRF will still be visible for reference, but they do not meet the attachment requirement for the new ticket version
4. Clearer Late Notice Tracking
- Late notices will now indicate why a ticket is late, such as:
- No response submitted
- No attachment uploaded
- Both missing response and attachment
5. Improved EXRN Reason Selection (Excavators)
When submitting an EXRN, excavators must select a reason, such as:
- Inaccurate markings
- Inaccurate or missing Positive Response
- Insufficient supporting documentation
Selecting the correct reason communicates clearly to the utility owner why the EXRN was generated and what needs to be corrected
6. Targeted Notifications for EXRNs
- Excavators now have the ability to choose who is notified when submitting an EXRN.
- This helps ensure the right utility owner receives and responds to the issue promptly
Questions & Answers
Q: Who will be most impacted by this release?
A: Utility owners and members responding to EXRN and Relocate/Refresh tickets are the most impacted, as they must now upload new attachments for each of those ticket types
Q: When is Exactix v4.1.39 being deployed?
A: The release is scheduled after communications and training are completed, with deployment planned for late May. (Exact date varies by environment and rollout)
Q: Why can’t previous attachments be reused?
A: Because documentation must stay aligned to the specific ticket version. An EXRN or RLRF represents a new request state, and reusing old attachments can create confusion or compliance gaps
Q: What happens if a response is submitted without an attachment?
A: The system will treat this as incomplete and may trigger a late notice, which will now explicitly state that the issue was due to missing attachments
Q: How does selecting an EXRN reason help?
A: It tells the utility owner exactly why the renotification was sent, enabling them to respond correctly with the appropriate response code and supporting documentation
Key Takeaways
- Attachments must be uploaded for every EXRN and RLRF—no exceptions.
- Past attachments are visible but not valid for new ticket versions.
- Both excavators and members play a role in preventing late notices by:
- Selecting accurate EXRN reasons
- Uploading complete, current documentation
- The update improves transparency, compliance, and defensibility for all parties.