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Permitting: Main Tab

The Main tab displays an overview of the permit. This tab shows the Project Name, Process State, and Primary Contact along with a series of Status dates that indicate your progress in processing the permit.

Permit Information

  1. The Project Name and Project Description are displayed at the top of this tab. The information you enter into these fields can be used to search for the permit. If the permit was entered through the Citizen Portal, the Project Description may already be populated.
  2. You can view the Permit Number and Permit Type. You can also see the Applicant, Primary Contact and Primary Contractor. Click the information icon () next to those fields to view that information.
  3. Check the Exempt from Prerequisites box to allow issuance of the permit regardless of the permit type prerequisites. *Note: This field will only display if prerequisites have been set up for permits of this permit type through Permitting Setup - Prerequisites Tab.
  4. The Status field will indicate where the permit currently is in its life cycle. The statuses shown in this drop-down field are populated by your jurisdiction. A permit's status may or may not automatically change as the permit goes through processing depending on your jurisdiction's configuration. *Note: Changing the status to your jurisdiction's issued status must always be done manually.
  5. You can view the current Process State of the permit.
  6. If this permit is a child of a larger permit application, begin typing or click the magnifying glass () next to the Parent Permit field to search for and select that permit application.
  7. Select whether this permit is Assigned To a User or Group. Begin typing or click the magnifying glass () to search for and select the appropriate user or group. This field indicates the user that is the point person for questions about this permit, and may also include the user's name and contact information on any Public Notice for the permit on the Citizen Portal. *Note: Selecting a user in this field does not automatically add this permit to the User To Do List.
  8. Check the box next to Fast Track if your jurisdiction is using SmartGov to track expedited permit applications. *Note: Contact your SmartGov administrator for more information about this feature.
  9. If this permit includes the cycling review process, the Cycle Information box will display the Cycle Number, Cycle State, and Cycle Start date.

 

Permit Application Timeline

This section shows important dates in the permit's life cycle. *Note: All fields in this section can be set to automatically populate during the processing of the permit based on your jurisdiction's configuration.

  • Last Activity displays a time stamp of the last changes made.
  • Last Inspection displays the date of the last completed inspection.
  • The Submitted field displays the date the permit was submitted. This date can be changed by clicking on the calendar icon or typing the date in the field.
  • The Completed date will populate once all submittals have been received and accepted, and the permit has entered a technically complete status.
  • The Approved date will populate once all required workflow steps have been completed. The number of workflow steps that have been completed is displayed next to the Approved date field.
  • The Ready date will populate once all fees have been paid. The amount of fees paid and the amount due are displayed next to the Ready date field.
  • The Issued date will populate when the permit status is manually changed to issued.
  • The Finaled date will populate when all permit information is approved and all required inspections have been completed.
  • The Closed date will populate when the permit has all the necessary information completed and approved by your jurisdiction. All deferred fees must be paid, and all holds removed. *Note: Once the permit is closed, the permit application will change to a read-only format.
  • The Expires field will display the permit expiration date if this permit type has been configured to expire after a specific time frame. If you need to change the expiration date, you must check the Exp Override box and then update the Expiration date field.

 

Site Address

  1. The Site Address will populate with information entered on the initial permit application. If no address or parcel information was included on the application, you can enter that information here.
  2. Click the Verify Address and Coordinates button to match the entered address to the Esri address service.
    • Click Use Address as Entered to keep the address as it was originally entered on the application.
    • Click the Address Only button to copy the appropriate Esri address to the Site Address fields.
    • Click the Coordinates Only button to copy the Latitude and Longitude coordinates of the Esri address to the permit application.
  3. If this permit should use the auto-assign feature for inspections, begin typing or click the magnifying glass icon () to associate this permit with an Inspection Area.

 

Permit Options

There are a few options available once the permit has been created. These can be found along the bottom of the screen on the Main tab.

Permit Navigation

  • Click the Save button to save any changes made to the permit information.
  • Click the Reset button to clear any unsaved changes made to the fields on this tab.
  • Click the Back button to return to the page you were previously on.

 

Reports

  1. Click the Reports button.
  2. Check the Check to Attach File to Case box if you would like to attach one or more available reports to the permit as a note.
    • Check the Publish on Portal - Private box to allow users associated with this permit that have Citizen Portal accounts to view the report.
    • Check the Public box to allow users without Citizen Portal accounts to view the report.
  3. Click the View button next to the report you want to make available. This opens the report in a new browser tab and automatically adds this report as a note on the permit application.
  4. If you would like to send the report directly to contacts listed on the permit application, click the Email button beside the report.
  5. Check the Send box next to the Contact that should receive this report and then click the Send button. *Note: The contact must be active and have a valid email address in order to appear in this window.

Retrieve Audit Information

  • Click Audit to view a list of all changes made to the permit. Select an option in the drop-down menu, such as Inspection or Permit Submittal, if you would like to only view changes that have been made to that specific option.

 

Change the Permit Number

  1. Click Change Permit Number to edit the permit number associated with this application. *Note: Changing the permit number could have negative effects on your permit sequencing. We recommend contacting your SmartGov Administrator before using this feature.
  2. Click Save to update the permit number.

 

Copy the Permit

  1. Click Copy to copy the data in this permit to a new permit record.
  2. Update any fields, as necessary.
  3. In the Copy Structure Choices section, you will see tabs from the current permit listed.
    • Select the Original Permit option for a tab if you would like to copy the configurations from the original permit.
    • Select the Template option for a tab if you would like to copy the configurations of the selected permit type.
    • Select the Original plus Template option for a tab if you would like to copy the fields and information from the current permit in addition to any options that have been configured on that tab for the new permit type. For example, select this option to include a workflow step that is not associated with the current permit type, but is associated with the new permit type.
  4. In the Copy Value Choices, you will see tabs from the current permit listed.
    • Check the box beside any tab whose values should be copied to the new permit.
  5. Click Save to create the new permit.

 

Change the Permit Type

  1. Click Change Permit Type if the permit needs to be converted to a different permit type.
  2.  Begin typing or click the magnifying glass icon () to select the new Permit Type.
  3. Edit the Permit Number, if needed.
  4.  In the New Permit Type Choices section, you will see tabs from the current permit listed.
    •  Select the Permit option for a tab if you would like to copy only the fields and information from the current permit.
    •  Select the Plus Template option for a tab if you would like to copy the fields and information from the current permit in addition to any options that have been configured on that tab for the new cpermit type. For example, select this option to include a workflow step that is not associated with the current permit type, but is associated with the new permit type. *Note: This feature can also be used if updates have been made to the current permit type and you would like to update the existing permit with those changes. 
  5.  Click Save to update the permit type.

 

Cancel a Permit

  1. Click Cancel Permit.
  2. The Status will update to the default status for the cancelled state configured for the permit type.
  3. Select a Note Type and Note Code. *Note: The Note Code drop-down menu will not populate until a Note Type has been selected.
  4. The Text field will auto-populate with a description of the cancellation. Add or adjust this as needed.
  5. Click Cancel Permit.