# Permits

## Overview <a href="#overview" id="overview"></a>

The permits module allows you to manage applications for permits and can be configured for a [wide range of purposes](#requests-usingrequests-1), currently the main type is Permit to Burn.

The permit system has the following major features:

* A [public application form](#public-application-form) can be enabled to allow permit applications from the general public
* Permit documents can be automatically generated as PDFs using a template system
* Permit documents can be emailed to applicants
* The permit is approved with a date range and optionally special conditions
* The permit is automatically tracked as the approval date ranges are met, to automatically track permits as they progress through the states
* Officers can use the mobile app to record and update permit applications in the field

A variety of permits can be created by adding them to the “Permit Types“ lookup category.

Each permit has sections for:

* Applicant contact details — first name, last name, phone, email, etc.
* Permit application — desired start and end dates, reason for the permit.
* Agreement to terms

Once approved, the permit contains actual start and end dates that are set by the permit coordinator.

### Types of Permits <a href="#requests-usingrequests" id="requests-usingrequests"></a>

<table><thead><tr><th width="165">Name </th><th>Summary of use </th></tr></thead><tbody><tr><td>Permit to Burn</td><td>Used by local councils to notify council of a planned burn-off on private property</td></tr><tr><td>Permit to Travel</td><td>Used during the COVID-19 Pandemic to authorise travel</td></tr></tbody></table>

### Positions <a href="#positions" id="positions"></a>

The following table outlines Permits [positions](https://docs.cw.crisisworks.com/concepts-and-fundamentals/concepts-and-fundamentals#events-users-positions-and-duty) and what users with them can do according to their default [security policies](#security-policies):

<table><thead><tr><th width="172.11328125">Position</th><th width="423.171875">Description</th><th>Example users</th><th data-hidden></th></tr></thead><tbody><tr><td>Permits Coordinator</td><td>Can manage all aspects of Permits</td><td>MFPO etc</td><td></td></tr><tr><td>CFA Brigade Officer</td><td>Can only access items created by and assigned to them</td><td></td><td></td></tr><tr><td><a href="../../../system-administration/configuring-the-system#system-administration-positions">System Admin &#x26; Data Entry</a></td><td>Required to create and configure events and configure subcontractors</td><td></td><td></td></tr><tr><td><a href="../../../system-administration/configuring-the-system#system-administration-positions">System Administrator - User</a></td><td>Required to set up accounts for users</td><td></td><td></td></tr></tbody></table>

### Access <a href="#requests-usingrequests" id="requests-usingrequests"></a>

To access Permits:

1. Go on duty with a [Permits position](#positions) to a Permits Event
2. Locate register under **Operations** → **Permits** in the menu

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FWtLdap9xvAl4Nnz1Sd5P%2Fimage.png?alt=media&#x26;token=07299ae7-8c2b-4e30-afc3-2b92cd18bf16" alt="" width="375"><figcaption><p>Location of the Permits register in the Operations module</p></figcaption></figure>

{% hint style="info" %}
If you can't access the register, contact your administrator.&#x20;

Permits must be [configured](#requests-usingrequests-2) correctly - that is, enabled within the current event and your position must have the correct security policies.&#x20;
{% endhint %}

### Setup and Configuration <a href="#requests-usingrequests" id="requests-usingrequests"></a>

Your System Administrator must first ready Permits including an event, user accounts and [positions](#positions).&#x20;

Administrators set up and maintain the Permits by:

1. [Creating an event](https://docs.cw.crisisworks.com/system-administration/managing-events#creating-a-new-event) using the [Permit Template](https://docs.cw.crisisworks.com/system-administration/managing-events/event-templates). It is best practice for your system to have a standing Event for Permits for each year.
2. [Adding the positions to the Event](https://docs.cw.crisisworks.com/system-administration/managing-events) (this is done automatically with the Event template). Without these positions, users will not be able to use the module. [Adding the policies of Permits Coordinator position to an existing position](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/positions) may be necessary if it doesn't already have it. For advanced users, the system supports [manually configuring Security policies](#security-policies).
3. [Adding the relevant positions](#positions) to Permit officers. (See also [Positions](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/positions))
4. Managing officer user profiles including [signatures and signature text](https://docs.cw.crisisworks.com/system-administration/user-and-contact-administration#advanced) for notices (or advise officers to do this themselves)
5. [Importing owner information (asset contacts)](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports/assets/asset-contacts) (this is optional if you're using an external program to mail merge)
6. Setting up and testing [mail merge templates](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/mail-merge-templates) if you're using the built-in mail merge function. Initial template setup is made easier by by copying and modifying the pre-configured template provided ("Permit Template") using the [Create a Copy of Template](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/mail-merge-templates#bulk-actions) bulk action. It is also possible to create one from scratch to closely resemble your existing permits.

#### Public Permit Form

To configure an optional Public Permit Form:

1. In the Event, under [Public Forms](https://docs.cw.crisisworks.com/system-administration/managing-events#public-forms), tick the **Permit Application** box and use the URL to the Event's forms to enable submissions.
2. Add optional help text in the [Library](https://docs.cw.crisisworks.com/modules/library) by updating the existing [System Text](https://docs.cw.crisisworks.com/modules/library/system-text) item called **Public Permit Help Text**

#### Security Policies <a href="#security-policies" id="security-policies"></a>

Refer to: [Positions: Security Policies](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/positions#security-policies)

<details>

<summary><strong>Security Policy explanations</strong></summary>

The following security policies apply to Permits:

<table><thead><tr><th width="239.546875">Security Policy</th><th>Use</th></tr></thead><tbody><tr><td>Access to Asset Contacts</td><td>Provides access to <a href="../../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items#assets-and-properties">view Asset contacts</a> within the module.</td></tr><tr><td>Access to Permit Analytics</td><td>Provides access to <a href="#reports">Permit reports</a>.</td></tr><tr><td>Permit CFA Brigade Officer Access</td><td>Provides access to the own and assigned items in the register to the CFA Brigade Officer position.</td></tr><tr><td>Permit Coordination (MFPO)</td><td>Provides full access to the module.</td></tr></tbody></table>

</details>

### Operation <a href="#information-editinganexistinginformationitem" id="information-editinganexistinginformationitem"></a>

This section outlines operation of the Permit system using the module/register.

#### Processing New Applications

There are two ways that permit applications are processed in the system:

1. via the public form
2. by an officer

Both methods are handled the same way in the back office.

Newly entered applications appear with a [Status](#status) of *New Application*. New applications are flagged as Unassigned - that is, they've not yet been delegated to an officer.&#x20;

Once a permit has been added to the system, the [Status](#status) will change to help keep track of which stage the Permit is at during the process.

At this stage it may delegated to an officer by setting the [Assignee](#assignee) field.

#### Assessing Applications

Officers can [find applications](#information-editinganexistinginformationitem-1) in the Permits register datagrid. Permits assigned to them can be found in the Assignments filter including a total.&#x20;

Officers may [view](#information-editinganexistinginformationitem-3), review the provided details of the application, [make any changes](#editing-permits) necessary (for example following discussions with the applicant). They may also set themselves as the responsible officer using the [Assignee](#assignee) field.

If an officer visits the application site at any point during an assessment or review, this is recorded by setting the [Site Visited](#site-visited) field with an optional [Site Visited Date](#site-visited-date).

Based on their decision they may:

1. [Issue a Permit](#issuing-a-permit) - based on [correspondence preference](#preferred-method-to-send-application) optionally [Generate a Permit Document for Print and Post](#generating-a-permit-document-for-print-and-post) and [Record the correspondence](#recording-correspondence). The time between the approved dates is known as their active period. During the active period of the [Status](#status) will automatically change to *In Progress*. At the end of the active period the [Status](#status) will automatically change to *Approved Permit Period Expired*. Officers can use the filters to find Active Permits with either of these statuses.
2. [Decline the Permit](#declining-a-permit)

#### Cancelling and Closing Applications

At any point either before or after the active period, if there are any issues with the Permit the officer may cancel it by changing the [Status](#status) to *Permit Cancelled.*

Officers can archive cancelled and expired Permits and removed them from the default view by [Status](#status) to *Application Closed.*

## Finding Permits <a href="#finding-permits" id="finding-permits"></a>

The register includes a number of features to assist in finding Permits:

* ​[Datagrid](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/basic-use) view
* [Map](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/basic-use#map-view) view
* [​Filters](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers#filter-counter-menu) including Permit Preferences, Workflow and Assignment
* Combination filters and search by most fields

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FLpDfWCaklVMyvhKbWCD3%2Fimage.png?alt=media&#x26;token=505fcc60-b5a7-4a87-8c67-8a9e9ddf8405" alt=""><figcaption><p>A sample Permits register and datagrid</p></figcaption></figure>

#### Filtering <a href="#filtering" id="filtering"></a>

Filters help make management of Permits easier by focusing on specific groups of items on the datagrid.

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FaIn4g12OAiZhKe7azdJt%2Fimage.png?alt=media&#x26;token=f775535d-d002-4433-adbe-bec6d821202e" alt="" width="140"><figcaption><p>Permits filter menu</p></figcaption></figure>

<details>

<summary>Filter menu explanations</summary>

<table data-header-hidden><thead><tr><th width="133.9765625">Filter Group</th><th width="138.58984375">Filter/s</th><th>CQL</th><th>Use</th></tr></thead><tbody><tr><td>Main</td><td></td><td></td><td></td></tr><tr><td></td><td>Active</td><td><code>is:active</code></td><td>Finds all Active Permits (with a positive Status)</td></tr><tr><td></td><td>Recently Updated</td><td><code>is:active dateUpdated:>today-5d</code></td><td>Finds all Active Permits updated in the last 5 days</td></tr><tr><td></td><td>All</td><td></td><td>Finds all Permits</td></tr><tr><td>Permit Preferences</td><td></td><td></td><td></td></tr><tr><td></td><td>Send by Post</td><td><code>is:active AND commsMethod:post</code></td><td>Finds all Permits flagged with Communication Preference set to <em>Send by Post</em> </td></tr><tr><td></td><td>Requesting Multiple Addresses</td><td><code>is:active AND multipleProperties:true</code></td><td>Finds all Permits flagged with Communication Preference set to <em>Send to Multiple Addresses</em></td></tr><tr><td>Workflow</td><td></td><td></td><td></td></tr><tr><td></td><td>Application Closed</td><td><code>status:closed</code></td><td>Finds all Permits with a <a href="#status">Status</a> of <em>Closed</em></td></tr><tr><td></td><td>Approved Permit Period Ended</td><td><code>status:completed</code></td><td>Finds all Permits with a <a href="#status">Status</a> of <em>Completed</em></td></tr><tr><td></td><td>Generating</td><td><code>status:generating</code></td><td>Finds all Permits with a <a href="#status">Status</a> of <em>Generating</em></td></tr><tr><td></td><td>In Progress</td><td><code>status:inprogress</code></td><td>Finds all Permits with a <a href="#status">Status</a> of <em>In Progress</em></td></tr><tr><td></td><td>New Application</td><td><code>status:new</code></td><td>Finds all Permits with a <a href="#status">Status</a> of <em>New</em></td></tr><tr><td></td><td>Permit Cancelled</td><td><code>status:cancelled</code></td><td>Finds all Permits with a <a href="#status">Status</a> of <em>Cancelled</em></td></tr><tr><td></td><td>Permit Declined</td><td><code>status:declined</code></td><td>Finds all Permits with a <a href="#status">Status</a> of <em>Declined</em></td></tr><tr><td></td><td>Permit Issued</td><td><code>status:issued</code></td><td>Finds all Permits with a <a href="#status">Status</a> of <em>Issued</em></td></tr><tr><td>Assignments</td><td>Unassigned</td><td><code>is:active assigned:none</code></td><td>Finds all Permits with an <a href="#assignee">Assignee</a> field that is not set</td></tr><tr><td></td><td>[List is based on your system configuration]*</td><td><code>is:active assigned:</code></td><td>Finds all Permits with the <a href="#assignee">Assignee</a> field set to the matching user</td></tr></tbody></table>

\* May vary based on your system configuration

</details>

#### Querying <a href="#querying" id="querying"></a>

Queries can be performed via either the [Filter menu](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers#register-filters) or [Search bar](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers#search-bar), refer to the [CQL Reference](https://docs.cw.crisisworks.com/security-and-support/technical-reference/cql-reference).

The following provides some sample searches for users. For a list of available fields, consult the [Permits Data Dictionary](https://docs.cw.crisisworks.com/modules/operations/broken-reference).

<details>

<summary>Query examples</summary>

</details>

## Viewing Permits <a href="#information-editinganexistinginformationitem" id="information-editinganexistinginformationitem"></a>

Permits are listed in and searchable via the register [Datagrid](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid#data-grid-view).

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FlNrS3UXjkFPLtTBkAa9Q%2Fimage.png?alt=media&#x26;token=11d90edf-84ff-4684-86d4-d164cbc3f8c6" alt=""><figcaption><p>A sample Permits register and datagrid</p></figcaption></figure>

To view an existing Permit:

1. Navigate to the Permit register datagrid.
2. Locate the item you wish to view. The register includes filters for Totals, Workflow (New Applications, Permits Issued/Declined, In Progress, Expired, Cancelled or Closed), Preferences (Send by Post, Request Multiple Addresses etc) and Emails
3. Open the item using the ID or Status
4. To return to the Datagrid use the Back button <img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FkJtmQ5qacZpOVfkdqfY8%2Fimage.png?alt=media&#x26;token=b4c68b18-dc6e-48bb-8a2e-c14bf3f595be" alt="" data-size="line">

## Permits Settings

Settings may vary depending on the type of Permit.

Permits are divided into the following sections (sections may or may not appear depending on the Type of Resource selected so do this first, as well as your permissions level, and what mode you're viewing).&#x20;

Some sections are completed and submitted by members of the public via the public form.

An authorised officer can also edit public submissions in Edit mode.

| Left Column                                                 | Right Column          |
| ----------------------------------------------------------- | --------------------- |
| [Record Notes](#record-notes)                               | [Workflow](#workflow) |
| [Permit Type](#permit-type)                                 | [Advanced](#advanced) |
| [Owner/Applicant Details](#owner-applicant-details)         | [Activity](#activity) |
| [Application Property Details](#applicant-property-details) |                       |
| [Application Details](#application-details)                 |                       |
| [Acknowledgement](#acknowledgement)                         |                       |
| [Communication](#communication)                             |                       |

### Record Notes <a href="#record-notes" id="record-notes"></a>

When editing, record notes in the [rich text field](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#rich-text-fields) as you make changes which will appear in the Activity log.

Refer to: [Recording Notes](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#recording-notes)

### Permit Type

This field sets the type of permit you wish to use and will depend on what [types of permits](#requests-usingrequests-1) that are enabled in your system. A System Administrator configures this selection list using the Permit Type [Lookup](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/lookups).

### Owner/Applicant Details

This section stores details of the person requesting the permit. **Firstname** and **Last Name**, **Mobile phone** and **Email** are required.&#x20;

#### Preferred method to send application

This setting records the applicants preferred method for sending corresponednce (by Email or by Post). These correspond with filters to make them easily find later.

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FFK3kkFXh32bImjlmtys3%2Fimage.png?alt=media&#x26;token=0741030a-585c-4e4c-b54a-d3b3129bffcf" alt="" width="375"><figcaption><p>Owner/Applicant Details section</p></figcaption></figure>

### Applicant Property Details

This section enables optional property details to be captured.&#x20;

Users of the public application form select this as an address, however this can be more precisely defined by an officer in the [Location field](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#location) which enables map entry.&#x20;

You can retrieve owner information for a selected property (if the data is available and you have the correct permssions) using the [Fetch Contacts](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#fetching-contacts) <img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2Fj6NNZ3Z6ULU583Ry7m46%2Fimage.png?alt=media&#x26;token=d21bc3cb-a260-4d64-b004-53a85daae0b4" alt="" data-size="line"> button.

{% hint style="info" %}
You can only access to this option if your position has the *Access to Asset Contacts* [security policy](#security-policies). Contact your administrator if you don't have this permission.
{% endhint %}

This section also records whether the **residential address is different** and whether **more than one address** is part of the application. These settings correspond with [filters](#filters) that help you find Permits flagged for each of these.

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2F6SQaKSQ59VdyiS3W3TBB%2Fimage.png?alt=media&#x26;token=ed34d5f2-be9a-4fcc-8023-fe903a6fdc10" alt="" width="375"><figcaption></figcaption></figure>

### Application Details

The Application Details section requires a Date range applied for. Additional relevant details of the permit depend on the type of permit being applied for.

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2F2ttsAZWzr4lsYH1b9Y2r%2Fimage.png?alt=media&#x26;token=a41ec40f-561c-4446-84d2-c4013ac4992a" alt="" width="375"><figcaption><p>Part of the Application Details for a Permit to Burn</p></figcaption></figure>

#### Requested Start Date

This field records the proposed start of the application date range using a [Date Selector](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#selecting-dates).

#### Requested Completion Date

This field records the proposed completion date for the application date range using a [Date Selector](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#selecting-dates).

#### Estimated Burn Area (Metres or Hectares)

This field records the estimated size of the burn area in metres or hectares.

#### Materials Being Burned

This section records multiple options for materials being burned as checkboxes. When editing, tick all that apply.

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FC4VPvRJ0jBVDFsfbhl9u%2Fimage.png?alt=media&#x26;token=a09953fc-de9a-4799-ad26-4334aaea290e" alt="" width="563"><figcaption><p>Materials being burned setting</p></figcaption></figure>

#### Burn Type

This field records whether a Single or Multiple Burns are required.

#### Burning After Sunset

This field records whether Burning After Sunset is required. Burning After Sunset requires to be approved as part of the application.

#### Reasons for Activity

This field records details reasons why the activity is required i.e Reduce Hazard, Farming, Event

### Acknowledgement

The Acknowledgement section captures terms and conditions for the application. These are submitted by users of the [public form](#configuring-the-public-form).

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2F7ozZC8EAW62s9Tbe748e%2Fimage.png?alt=media&#x26;token=cfb4d374-91f4-48e0-8730-7436dd33ae6a" alt="" width="375"><figcaption><p>Example Acknowledgement for Permit to Burn applications</p></figcaption></figure>

### Workflow

#### Status

This field is used to manage workflow.&#x20;

Once a permit has been added to the system, you can change this status to keep track of which stage the permit is at during the process

The key steps in Permit applications are:

* **New Application** - Newly entered applications&#x20;
* **Permit Issued** - Issued permits not yet in their active period require an Approved Start and Completion date. This defines whether a permit is valid.&#x20;
* **In Progress -** Permits during their active period. When the Approved Start date is reached, the status will be updated automatically.
* **Approved Period Expired** -  Permits when their active period has ended.  When these Approved Completion date is reached, the status will be updated automatically
* **Permit Cancelled** - Permits cancelled, for example if there are issues with the permit
* **Application Closed -** typically declined or cancelled permits
* **Permit Declined**&#x20;

#### Assignee

The Assignee is a person (Contact) whose signature appears in the issued permit.

#### Approved Start Date

This field records the approved start of the application date range using a [Date Selector](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#selecting-dates).

#### Approved Completion Date

This field records the approved end of the application date range using a [Date Selector](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#selecting-dates).

#### Generate Permit as PDF

This setting when ticked generates a copy of the permit in PDF format.

#### Send Generated Permit by Email Now

This setting is available when a Permit is Issued or Declined.

When ticked, sends the generated permit by email upon save.

You'll find a delivery report for this under [Communication](#communication) after you've saved.

#### Permit document template

This setting specifies which [Mail Merge Template](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/mail-merge-templates) is used to generate the Permit.

#### Generated Permit and Other Documents

This setting enables multiple documents including generated permits and other documents to be uploaded via [File Upload](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#adding-files) and stored along with the Permit record for later access/download.

#### Site Visited

The Site Visited flag enables you to capture whether or not the property was visited for an inspection at some stage during the process.

#### Site Visited Date

This field records a date that the applicant's permit site was visited using a [Date Selector](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#selecting-dates).

#### Tags

Refer to: [Tagging items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/tagging-items)

Tags can be useful to group contacts and users for later retrieval.&#x20;

#### Region

Refer to: Region

### Advanced

#### Event

This field is used to classify which [Event](https://docs.cw.crisisworks.com/system-administration/managing-events) the Permit is recorded and managed in.

### Activity

Refer to: [Viewing and Opening Register Items: Activity](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items#activity)

### Communication

{% content-ref url="../communication" %}
[communication](https://docs.cw.crisisworks.com/modules/communication)
{% endcontent-ref %}

Permits uses the [Communication](https://docs.cw.crisisworks.com/modules/communication) module to send messages to applicants.

This section, available in View mode, includes a **Message History** of any communications sent to the including Address, Format (Email or SMS), Status and Reponse of the Communication.

## Editing Permits

Permits can be edited from the datagrid.

1. Navigate to the register
2. Locate the item you wish to edit by using the Edit button <img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FMAt3SdDCVeaavZpkxUrB%2Fimage.png?alt=media&#x26;token=bf8178b8-3a9c-4b0d-9c30-009542c2ad7b" alt="" data-size="line">
3. Make the necessary changes to the settings
4. Save <img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FN4Q1ymwZJ5s252DI8Xac%2Fimage.png?alt=media&#x26;token=ea3758c1-f326-47ba-ac4c-c1460bcfcd0f" alt="" data-size="line">

## Adding Permits

To general process to add a Permit is:

1. Click the [**New Permit** button](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/adding-items) from any screen.&#x20;
2. Select the **Permit Type**&#x20;
3. Enter the Owner/Applicant Details including **First Name**, **Last Name**, **Mobile Phone Number**, **Email** and **Preferred method to send application** (Email or Post)
4. Include any optional information such as Location/address in the Applicant Property Details
5. Complete the Application Details including the **Requested Start Date**
6. Save <img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FpE8mxwfCuXPx3LEuxWeZ%2Fimage.png?alt=media&#x26;token=ccc246a1-bcb0-4da5-9dfe-d5ca9f7367c4" alt="" data-size="line">

## Issuing a Permit

To issue a permit:

1. Set the Status to 'Permit Issued'
2. Set the 'Approved Start Date' and 'Approved Completion date'
3. Save

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2Frt3gqLNJ7ULICL6HPmaO%2Fimage.png?alt=media&#x26;token=a60fbda2-db89-485e-8837-252b39936595" alt="" width="375"><figcaption><p>Issuing a permit</p></figcaption></figure>

### Generating a Permit Document for Print and Post

You can generate a permit document (such as a permit or declined letter) in PDF format.

To do this:

1. Edit any permit with the Status of 'Permit Issued'
2. Check the 'Generate Permit as PDF' box
3. Select a Permit document template from the list (these will need to be pre-configured in the system - see Mail Merge Templates)

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2F7bjYBzpWnbvsBW8uTnC0%2Fimage.png?alt=media&#x26;token=3f0dcdf1-404b-4c55-8280-67f0b39b896b" alt="" width="375"><figcaption><p>Generating a Permit as a PDF</p></figcaption></figure>

## Emailing Approval or Decline

You can Email an electronic permit response to the applicant automatically&#x20;

To do this:

1. Edit any permit with the [Status](#status) of 'Permit Issued', 'In Progress' or 'Permit Declined'
2. Tick the [Send generated permit by email now](#send-generated-permit-by-email-now) setting
3. Save

## Recording correspondence&#x20;

It is recommended to file correspondence in the Permit record including any documents generated by PDF.

You can upload them using the 'Generated Permit and Other Documents' file selector.

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2F0acv52kEObgK4jlzhG6d%2Fimage.png?alt=media&#x26;token=86651d23-6e80-48eb-bdd6-98a245eec816" alt="" width="375"><figcaption></figcaption></figure>

## Declining a Permit

To decline a permit:

1. Edit any permit you wish to decline
2. Change the [Status](#status) to 'Permit Declined'
3. Enter a **Declined Reason**
4. You may also wish to [generate a letter](#generating-a-permit-document-for-print-and-post) or [email a decline message](#emailing-a-permit-or-decline)
5. Save

## Reports

{% content-ref url="../../system-administration/reporting/running-reports" %}
[running-reports](https://docs.cw.crisisworks.com/system-administration/reporting/running-reports)
{% endcontent-ref %}

The main report for Permits is the **Permits Report** found in [Permit Reports](https://docs.cw.crisisworks.com/modules/reports/permit-reports).

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2F6CFWvUKBZLuXwQ6rFUyg%2Fimage.png?alt=media&#x26;token=c1a84508-73de-4c3c-8483-a7ee5e780b20" alt="" width="563"><figcaption><p>Permits Report parameters</p></figcaption></figure>

{% hint style="info" %}
You can only access to this option if your position has the *Access to Permit Analytics* [security policy](#security-policies). Contact your administrator if you don't have this permission.
{% endhint %}