Create & Manage Permit Applications

Create a Permit Application

1. Sign in to your site
2. Navigate to the Permitting System and select Add Permit
   
   
3. On the pop-up screen, search for the Parcel
   
4. Select the parcel and click Add Permit
   
5. Select the Permit Type and Permit Use from the drop-downs
   
   
   Note: The permit type and permit use fields are related. The permit use drop-down will change based on the permit type selected.
6. Scroll down and select the Issuing User (this is the person whose name will appear on all the forms for this permit)
   
7. Enter the Applicant Information. If the applicant is the same as the owner, select Click Here to copy the owner information
   
   • Applicant Name: The name of the person completing the application.
   • Applicant Care Of: The person filling out the application on behalf of another person.
   • Phone: The main phone number used to contact the applicant or the person listed.
   • Address: The address where the applicant lives or receives mail.
   • Email: The email address is used to contact the applicant or person listed.
   • Cell: The mobile number used to contact the applicant or person listed, if different from the main phone.
8. The Owner Information comes from the property or asset database. It must match what is currently on file with your assessor. If the information is not up to date, and you haven't asked for a parcel update, you can change it manually. To do this, you must have admin rights.
   
   • Owner Name: The full name of the person who owns the property or asset.
   • Additional Owner: The name of another person who also owns the property or asset.
   • Phone: The main phone number used to contact the owner or the person listed.
   • Address: The address where the owner lives or receives mail.
   • Email: The email address is used to contact the owner listed.
   • Cell: The mobile number used to contact the owner listed, if different from the main phone.
9. If the permit has a contractor associated with it, select the Contractor from the contractor licensing system. If the contractor is not listed, add a new one to the system for use.
   
10. Scroll down and click Save Permit
    
    
    Note: At this point, the permit is an application. A permit number has not been issued yet. Instead, the system has automatically created an application number to help track it. Permit applications can be approved, rejected, or abandoned. Complete the remaining steps of the review to determine if the permit will be approved. If approved, a permit number will be given. Permit numbers are auto-generated by the system or manually entered by the user.
11. Configure additional fields on the Applicant tab as needed
    
    • Permit Number: The Permit Number field is filled in automatically by the system. This helps track every permit that gets issued. Users can replace the system number with their own permit number. However, it is best to do this before the application is approved. This stops the system from using an auto-generated number that may go to waste. For help entering old permits from another system, see Adding old permits to the system.
    • Parent Permit Number: This drop-down allows you to tie the record to a parent permit. 
    • Master Project Number: This field links to the Projects module. Users can select existing open and approved projects to link to the permit.
    • Zone Permit: This field shows any zoning permits that were already created for the property. It will link the two permits. Some municipalities require a zoning permit before other permits can be applied for or approved.
    • Permit Date: This field will fill in on its own after the permit application is approved. This can happen in two ways. It can be approved manually, or after all the steps in the routing process are finished, and the final reviewer approves it.
    • File Date: This date is populated when the permit application is added to the system. Users do have the ability to add old permit records to the system and backdate this field.
    • Expiration Date: This field is set by the default settings established by the user's administrator during setup. The system will add 6, 12, 18, or 24 months from the time the permit application is approved to be a permit. These dates can also be backdated when entering old permit records.
    • Renew Date: This is set by the user if a permit has expired and the customer decides to renew the permit. After issuing a renewal date, the user should set the expiration date to match accordingly.
    • Issuing User / Signatory Title: These fields only show when a permit record is in edit mode. They let the user choose the name that will appear on the permit placard and other key forms, like the application form. The drop-down list is connected to the user database. It shows users who are listed as supervisors or approved as issuing authorities. The Signatory field is used to show the title of the person approving the permit and placard. In many municipalities, staff have more than one title. This field lets the user pick the title that fits the record.
      
12. Navigate to the Property tab and fill out property information for the record
    
    
    • Project Cost: This is a critical field as it is used to calculate any fees associated with project costs.
    • Project Value: This field is important for calculating fees related to the project. The value is determined by the staff using different methods for estimating cost.
    • Description of Work / Current Use and Proposed Changes: This field is important for anyone who needs a specific project or permit description to appear on the placard. This is also the field that will populate from the portal applications.
13. Select the Structure tab and fill out structure information as needed
    
    
    • Total And Habitable Square Footage: If fees are based on square footage, enter the total and habitable square footage. This is also the field that will populate from the portal applications.
    • The contractor you select in the Applicant tab will also show in the Contractors tab. Add any additional subcontractors that are part of the project or permit.
14. On the Insurance tab, review and add any necessary insurance data
    
15. You can see the Contacts linked to the record. You can add additional contacts if needed
    
    
    Note: To list someone as a person who can be billed, their contact type must be set as primary or secondary for billing. Owners, applicants, and contractors are added to the billing list automatically. This happens when an invoice is created.
16. Click Save Permit to update the record
    
    
17. On the Fees tab, add or manage existing fees
    
18. If required, create an invoice
    
    
    1. Once the invoice has been created and saved, click the Print Menu and print the invoice or receipt. Ensure you save a copy of the invoice/receipt to the record by checking the box to save the form in the print interface.
       
       
19. On the Documents tab, attach any applicable files to the record
    
    
    Note: If you are using the Bluebeam Digital Plan Review cloud version, enter the URL (Uniform Resource Locator) for the plan files.
20. Click Save Permit to complete the permit application
    
    
21. Select Print Menu to print the permit application, permit placard, or any other related document
    

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Process the Permit Application

Open the Permit Application

1. Sign in to your site
2. Navigate to Permitting System, click List, and select a record
   
   
   Note: Learn how to search/filter record lists.
3. Click Edit
   

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Application Review Step

The goal of this review step is to check that all required items for the permit were received. Use this selection to add notes, send messages to staff or the public, and create emails.

1. Open the permit application
2. Follow local procedures to determine if:
   
   • All required documents were received
   • All fields are populated
   • The application was submitted through the portal. Check if the online form was filled out correctly
3. On the Status tab, open Routing Details and select the Application Review step
   
4. To request additional information:
   1. In the Send Email To box, select a contact, applicant, owner, or occupant associated with the application
      
   2. In the Message box, type the email with the information you need. Then click the Save Notes/Send Message button
      
   3. When you're ready to update the review, change the Status to Approved or another option as needed
      
   4. Enter a comment in the Message box and click the Save Notes/Send Message button
      
5. This review step is now complete

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Financial Review Step

Use this step to add internal notes, send messages to staff or the public, and share finance documents.

1. Open the permit application
2. Follow local procedures to determine:
   
   • If all invoices are generated. If needed, create invoices. 
   • If payments are received and financial obligations are met.
3. On the Status tab, open Routing Details and select the Financial Review step
   
4. To send the invoice or payment receipt, select the checkbox in the file list area. Then follow the instructions for sending documents
   
5. When you're ready to update the review, change the Status to Approved or another option as needed
   
6. Enter a comment in the Message box and click the Save Notes/Send Message button
   
7. This review step is now complete

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Plan Review Step (Construction Document Review)

Use this step to add internal notes. You can also communicate with staff or the public. Emails and letters can be sent from here. These messages should be about the drawings or other documents in the permit application.

1. Open the permit application
2. Follow your local process to review the plans in the permit application
3. On the Status tab, open Routing Details and select the Plan Review (or similar) step
   
4. To generate a Plan Review Letter in Community Development (formerly CivicGov):
   1. In the Message box, enter the body of the plan review letter and include the scope of the review. Click the Save Notes/Send Message button
      
      
      Note: If the letters need a specific font and font size, ensure you set that size in the message box before saving the data.
   2. In the review item just created, click the Add New Review button
      
   3. In the Review Item box, enter what construction documents are being reviewed and the results. Change the Status to Non-Compliant.
      
   4. Click the Save Review button
      
   5. Click Ok on the pop-up that says Review has been saved
      
      
   6. The system adds a table of the Review Items, and add additional drawing review items as needed
      
   7. Click the Print Select Message/Letter button
      
      
      • Choose your print options from the drop-down menus. Check all applicable boxes, then click Print Letter
        
      • Select Form/Letter to Print: Choose which form or letter you want to print from the list.
      • Select Print Output Format: Choose how the document should be printed, such as PDF (Portable Document Format) format or another format.
      • Check Box: Click this box to turn on or off the option to save this form.
      • Check Box: Click this box to turn on or off the option to show multiple forms per page.
      • Check Box: click this box to turn on or off the option to show custom size forms per page.
      • Select Signatory: Choose the person and title that will appear as the official signer on the form or document.
      • Select From Date: Click the calendar icon to choose the start date from the pop-up calendar.
      • Select Salutation: Choose a title such as Mr., Mrs., or Dr. to appear before the person's name.
      • Select Addressee/Receiver: Choose a person from the list who will receive the letter or document.
   8. To send the letter by email, follow the sending documents instructions
      
5. To use Bluebeam Revu for plan review and add comments there instead of in Community Development, follow these steps:
   1. Follow the training provided by Bluebeam. Community Development does not provide this training. We will connect our system to the Bluebeam process.
   2. If using a URL to a shared Revu instance on the Bluebeam servers, go to the Documents tab and open that link. If using a desktop copy and the files are stored in Community Development, click the BFX (Bluebeam File Exchange) link for the PDF document to open.
   3. The system downloads a test.bfx file to your computer’s downloads folder. Click that file to open Revu
      Note: The user must have Revu installed on the computer to access the files.
   4. Complete the required Revu steps for markup and similar
   5. Save the work and follow Bluebeam’s steps
   6. Other users can click the “BFX” link for the same PDF. When they open it in Revu, they will see the plan review notes that were added earlier
6. When you're ready to update the review, change the Status to Approved or another option as needed
   
7. Enter a comment in the Message box and click the Save Notes/Send Message button
   
8. This review step is now complete

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Add Additional Review Steps (Override Routing)

1. Follow the instructions to Override Routing
   

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Final Review Step

All routing and workflow steps must be finished and approved first. After that, only the Final Approval Authority can approve or reject the permit application. This role is assigned to a specific department.

1. Open the permit application
2. On the Status tab, open Routing Details and select the Final Approval Authority step
   
3. Change the Status to Approved or Rejected
   
   • Approved: Select Approved if all routing and workflow steps are done and the permit meets all final requirements. This means the permit has passed all reviews and can now move to the next step.
   • Rejected: Select Rejected if the application does not meet the required criteria after all the reviews are complete. A rejection at this stage means the permit will not be issued. The applicant will need to fix any issues and submit the application again.
4. Check the box that says To change the overall status of the record such as approved, rejected etc. check this box.
   
5. In the Message box, enter any required comments and click Save Notes/Send Message
   
6. If approved, click Ok on the pop-up that says the record status is now changed
   
7. If approved, the system assigns the next permit number and adjusts the status
   

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Generate Documents

1. Open the permit application
2. If needed, add any Conditions before printing documents
   
3. On the Applicant tab, click Print Menu
   
   
4. Select the Permit Placard or a similar document. If the permit is not approved, select the rejection letter instead
   
5. Check the box to save a copy of the form
   
6. Select the Addressee and enter a Salutation
   
7. Click Print Letter
   
8. The system opens the document for review in a separate tab

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Send Documents

1. Open the permit application
2. On the Status tab, open Routing Details and the applicable step
   
3. In the Send Email To box, select who should receive the email
   
4. In the file name section, select the documents to attach to the email
   
5. Add a Message and click Save Notes / Send Message
   

Supporting Articles

• Permit Inspections
• Permit Completion / Certificate Issuance
• Zoning Permits
• Record Workflow & Collaboration Process

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