Permits

The permits module allows you to manage a range of permits for compliance.

Overview

The permits module allows you to manage applications for permits and can be configured for a wide range of purposes.

The permit system has the following major features:

• A 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

Name	Summary of use
Permit to Burn	Used by local councils to notify council of a planned burn-off on private property
Permit to Travel	Used during the COVID-19 Pandemic to authorise travel

Setup and Configuration

Administration

Your System Administrator must first ready Permits including an event, user accounts and positions.

Administrators set up and maintain the Permits by:

1. Creating an event using the Permit Template.

2. Adding the positions to the Event (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 may be necessary if it doesn't already have it.

3. Adding the relevant positions for Permit officer's profile if they need it. (See also Positions)

4. Managing officer user profiles including signatures and signature text for notices (or advise officers to do this themselves)

5. Importing owner information (asset contacts) (this is optional if you're using an external program to mail merge)

6. Setting up and testing 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 bulk action. It is also possible to create one from scratch to closely resemble your existing permits.

7. (Optionally) Configure the Public Permit Form and Help Text

Access

Permits must be enabled within the current event. It is best practice for your system to have a standing Event for Permits for each year.

Go on duty as a Permits Coordinator.

Locate the Permits register under Operations > Permits in the menu.

Location of the Permits register in the Operations module

Operation

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 of New Application. New applications are flagged as Unassigned - that is, they've not yet been delegated to an officer.

Once a permit has been added to the system, the 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 field.

Assessing Applications

Officers can find applications in the Permits register datagrid. Permits assigned to them can be found in the Assignments filter including a total.

Officers may view, review the provided details of the application, make any changes necessary (for example following discussions with the applicant). They may also set themselves as the responsible officer using the 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 field with an optional Site Visited Date.

Based on their decision they may:

1. Issue a Permit - based on correspondence preference optionally Generate a Permit Document for Print and Post and Record the correspondence. The time between the approved dates is known as their active period. During the active period of the Status will automatically change to In Progress. At the end of the active period the 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

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 to Permit Cancelled.

Officers can archive cancelled and expired Permits and removed them from the default view by Status to Application Closed.

Finding Permits

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

• ​Datagrid view

• Map view

• ​Filters including Permit Preferences, Workflow and Assignment

• Combination filters and search by most fields

A sample Permits register and datagrid

Filtering

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

Permits filter menu

Filter menu explanations

Main
	Active	is:active	Finds all Active Permits (with a positive Status)
	Recently Updated	is:active dateUpdated:>today-5d	Finds all Active Permits updated in the last 5 days
	All		Finds all Permits
Permit Preferences
	Send by Post	is:active AND commsMethod:post	Finds all Permits flagged with Communication Preference set to Send by Post
	Requesting Multiple Addresses	is:active AND multipleProperties:true	Finds all Permits flagged with Communication Preference set to Send to Multiple Addresses
Workflow
	Application Closed	status:closed	Finds all Permits with a Status of Closed
	Approved Permit Period Ended	status:completed	Finds all Permits with a Status of Completed
	Generating	status:generating	Finds all Permits with a Status of Generating
	In Progress	status:inprogress	Finds all Permits with a Status of In Progress
	New Application	status:new	Finds all Permits with a Status of New
	Permit Cancelled	status:cancelled	Finds all Permits with a Status of Cancelled
	Permit Declined	status:declined	Finds all Permits with a Status of Declined
	Permit Issued	status:issued	Finds all Permits with a Status of Issued
Assignments	Unassigned	is:active assigned:none	Finds all Permits with an Assignee field that is not set
	[List is based on your system configuration]*	is:active assigned:	Finds all Permits with the Assignee field set to the matching user

* May vary based on your system configuration

Querying

Queries can be performed via either the Filter menu or Search bar, refer to the CQL Reference.

The following provides some sample searches for users. For a list of available fields, consult the Permits Data Dictionary.

Query examples

Viewing Permits

Permits are listed in and searchable via the register Datagrid.

A sample Permits register and datagrid

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

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).

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	Workflow
Permit Type	Advanced
Owner/Applicant Details	Activity
Application Property Details
Application Details
Acknowledgement
Communication

Record Notes

When editing, record notes in the rich text field as you make changes which will appear in the Activity log.

Refer to: Recording Notes

Permit Type

This field sets the type of permit you wish to use and will depend on what types of permits that are enabled in your system. A System Administrator configures this selection list using the Permit Type Lookup.

Owner/Applicant Details

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

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.

Owner/Applicant Details section

Applicant Property Details

This section enables optional property details to be captured.

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 which enables map entry.

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 that help you find Permits flagged for each of these.

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.

Part of the Application Details for a Permit to Burn

Requested Start Date

This field records the proposed start of the application date range using a Date Selector.

Requested Completion Date

This field records the proposed completion date for the application date range using a Date Selector.

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.

Materials being burned setting

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.

Example Acknowledgement for Permit to Burn applications

Workflow

Status

This field is used to manage workflow.

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

• Permit Issued - Issued permits not yet in their active period require an Approved Start and Completion date. This defines whether a permit is valid.

• 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

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.

Approved Completion Date

This field records the approved end of the application date range using a Date Selector.

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 when ticked sends the generated permit straight away by email.

Permit document template

This setting specifies which Mail Merge Template 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 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.

Tags

Refer to: Tagging items

Tags can be useful to group contacts and users for later retrieval.

Region

Refer to: Region

Advanced

Event

This field is used to classify which Event the Permit is recorded and managed in.

Activity

Refer to: Viewing and Opening Register Items: Activity

Communication

Permits uses the 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

3. Make the necessary changes to the settings

4. Save

Adding Permits

To general process to add a Permit is:

1. Click the New Permit button from any screen.

2. Select the Permit Type

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

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

Issuing a permit

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)

Generating a Permit as a PDF

Emailing Approval or Decline

You can Email an electronic permit response to the applicant automatically

To do this:

1. Edit any permit with the Status of 'Permit Issued', 'In Progress' or 'Permit Declined'

2. Check the 'Send generated permit by email now'

3. Save

Recording correspondence

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.

Declining a Permit

To decline a permit:

1. Edit any permit you wish to decline

2. Change the status to 'Permit Declined'

3. Enter a Declined Reason

4. You may also wish to generate a letter or email a decline message

5. Save

Reports

Running Reports

The main report for Permits is the Permits Report found in Permit Reports.

Permits Report parameters