Permits

A guide to New Permit applications; Permit Amendments, Renewals, and Transfer settings.

Manage all aspects of Permit form submission, review, and approval. Utilize customizable smart electronic forms for all submissions, including on a mobile platform. Administrators & applicants can track all stages of the review process. Reviewers and applicants can comment and communicate within submissions. Print Permits for postings and upload completed documents for recordkeeping.

Permit Type

Data Manager > Permits

Navigate to the Data Manager and click on the Permit Types tab OR Click on Permits from the left menu.

The Permits module is named differently for each client based on their requirement.

Add New Permit Type

Add New Permit Type

Field	Description	Examples	Requirement
Description	Name of the Permit type	Confined Space Permit	Required
Abbreviation	Short name for the Permit Type	Confined Space Permit	Required
Duration ( Years)	Duration of Permit validity	365 days	Required
Amendable Permit?	Ability to edit an existing Permit	Yes/ No	Required
Permit for Radioactive Materials?	Yes/ No	Yes/ No	Optional
Permit Form	Select the form to be displayed for the Permit Type	UDSA Permit	Required
Permit Status	Active/ Inactive	Active	Required
Enable Permit Expiration notifications	Permit Expiration notifications can be scheduled acc. to the expiration period of a permit.	First Reminder Second Reminder Third Reminder	Optional
Select Inspection Template for Permit	Select the Inspection template for the Permit approval process	Confined Space Inspection	Optional
Permit Instructions	Record any specific instructions for the Permit type	Entry with valid Permit only.	Optional

Permit Workflow

Permit workflows are configured in the form and are customizable to customer needs.

Generic Permit Workflow

Permit Applications

Under Permit Authorizations, choose the Permit type you would like to apply for from the dropdown.

Once the Permit type is selected, options to submit a New Application, New Amendment, and New Renewal are displayed depending on the Permit set up.

New Permit Application

Click on New Application; you are navigated to the Permit form. Once you fill the form, you may choose to Exit, Save your responses or Submit for Approval.

Upon submitting the form, you are navigated to the Authorization Information page that shows the below information.

Permit Authorization Information

Filter Type	Description
Permit Name	Permit Applied for
Permit Number	Permit Number
Application Initiated By	Application submitted by
Application Status	Status of Application
Application Initiated On	Date application was submitted
Application Last Updated	Date application was last updated
Permit Expiration Date	Date the Permit Expires
Application Reviewers	List of Permit Approvers

Authorization Progress

The Approval progress of the form is shown under the Authorization Progress tab.

Status	Description
Form/ Sub-form In Progress	Form/ Sub-form has been initiated by an Applicant
Form/ Sub-form Completed	Form/ Sub-form has been completed and submitted.
Form/ Sub-form Pending Approval	Form/ Sub-form is Pending Approval.
Form/ Sub-form Approved	Form/ Sub-form have been Approved

Authorization Progress tab

Notes and Comments

Notes and Comments entered by Approvers & Applicant can be viewed under the Notes and Comments section.

Notes and Comments

Form Changes

Any Edits made to the form by the Applicant after submitting the form or Approver during the process of approval are listed in this section.

Form Changes

Attachments

Any files attached to the Permit Form are listed here.

File Attachments

Once the form is submitted, the Applicant receives a "Permit Application Submitted" email notification, while the corresponding Approvers receive a "Permit Application Submitted - Action Required" email notification.

Email notification for Permit application submited

Application Reviewers

You may search by a tag and assign Reviewers to a Permit application and remove them once the Permit is approved.

All the users associated with a specific User tag (Link to Tags) can also be added as Reviewers to a Permit application.

Reviewer Tags

Permit Authorization Filters

The Application reviewer can navigate to Permit Authorizations from the left menu. The default Filters for the Permit Authorization tab include -

Filter Type	Description
Form	Input Permit Type
Status	Completed, In Progress, Pending Approval, Approved
Permit Number	Input Permit Number
Action	Application, Amendment, Renewal
Applicant	Input Applicant Name
Reviewers	Input Reviewers' Name

Additional form filters can be configured based on form questions

To view Permit Applications, Admins must click on the Apply Filter button for all the other access levels; they can view them by navigating to the Permit Authorizations tab.

Upon clicking Open, the Reviewer is taken to the specific Permit's approval page.

Once both the Application Reviewers approve the Permit, the Permit application process is complete.

Amend Permit

Once the Permit type is selected, click on New Amendment.

You may select from a previously approved Permit to Amend from the dropdown and hit Start Amendment.

Only 1 Amendment is allowed at a time for a Permit.

Click on Edit to Add or Remove Reviewers and Open to open the form and make necessary edits. Save the form once the edits are made.

Renew Permit

Under Permit Authorizations, choose the Permit type you would like to Renew from the dropdown.

You may then select the Permit to Renew from the dropdown and hit Start Renewal.

Click on Edit to Add or Remove Reviewers and Open to open the form and make necessary edits. Save the form once the edits are made.

Transfer Permit

You may transfer a Permit from one user to another under the Permits module.

Filter the Permit and click on Transfer, select the user the Permit needs to be transferred to from the dropdown, and click on Transfer.