Create & Manage Permit Applications

This article will show you how to add a new Permit against a Parcel. 

Create a Permit Application

Instructions

1. Navigate to Permitting System > Add Permit
   
   
2. On the pop-up screen, Search for the Parcel
   
3. Select the parcel and click Add Permit
   
4. 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.
5. Scroll down and select the Issuing User (this is the person whose name will appear on all the forms for this permit)
   
   
6. Enter the Applicant Information, if the applicant is the same as the owner, select Click Here to copy owner information
   
   
7. The Owner Information is pulled from the property/asset database and must match the owner information on file. If owner information is not current and you have not requested a parcel update from your assessor, you can manually update this information if you have admin rights.
   
   
8. If the permit has a contractor associated with it, select the Contractor from the contractor licensing system, or add a new contractor to the licensing system for use
   
   
9. Scroll down and click Save Permit
   
   
   Note: At this point, the permit is an application and has not been issued a permit number. It has been issued an application number that is automatically generated by the system to track the application. Permit applications may be approved, rejected, or abandoned. Complete the remaining steps of the application review process to determine if the permit application will be approved to be a permit and assigned a permit number (Permit numbers are either auto-generated by the system or the user can create and add their own numbering system).
10. Configure additional fields on the Applicant tab, as needed
    
    • Permit Number: The Permit number field is automatically generated by the system which keeps track of every permit number issued. Users can override this record and enter their own permit number, however, it is suggested that the manually entered permit number should be populated to this field before the application is approved so that the autonumbering does not apply and wastes an internally generated permit number. See Adding old permits to the system for more details on entering old permit records from other systems. 
    • 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 will display any zoning permits that have previously been created on the subject property and will link the two permits. Some municipalities require zoning permits to be issued before other permits can be applied for or approved. 
    • Permit Date: This field will auto-populate once a permit application is approved either manually or once the required application routing process has been completed and approved by the final review authority.
    • 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 appear when a permit record is in edit mode, they allow the user to select the name that will appear on the permit placard and other key forms such as the application form. The drop-down list names are linked to the user database and will show users who are listed as supervisors or those approved as issuing authorities. The signatory title field is used to identify the title of the person issuing the permit approval and placard. In many municipalities, staff have multiple titles. The signatory title allows the issuing user to select what title is needed for the specific record.
      
11. 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 critical to fee calculations associated with the project. The value is what is determined by the staff using various value calculation methods.
    • Description of Work / Current Use and Proposed Changes: This field is critical for those who required a specific description of the project/permit to appear on the placard. This is also the field that will populate from the portal applications.
12. 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.
13. The contractor selected in the Applicant tab will appear in the Contractors tab. Add any additional subcontractors that are associated with the project or permit.
    
14. On the Insurance tab review and add any necessary insurance data
    
    
15. View associated Contacts for the record and add additional contacts if needed
    
    
    Note: In order to have a list of persons associated with the project or permit that could be listed as someone to be billed in the invoice system, the contact type must include the billing type of primary or secondary. Owners, applicants, and contractors are automatically added to the list to bill within an invoice record.
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 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 using the Bluebeam Digital Plan Review cloud version, enter the URL for the digital plan locations.
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
    

Go to Article Navigation

Process the Permit Application

Open the Permit Application

1. Navigate to Permitting System > List and select a record
   
   Note: Learn how to search/filter record lists.
2. Click Edit
   

Application Review Step

The goal of this review step is to ensure everything required to process the permit was received. Use this area to create internal notes or comments, communicate with the public/staff, and generate emails.

1. Open the permit application
2. Follow local procedures to determine if:
   
   • All required documents were received
     
   • All fields are populated
     
   • The application came in from the portal, was the online application form completed 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, enter the body of the email identifying the information needed and click the Save Notes/Send Message button
      
   3. When ready to update the review status / complete this step, change the Status to Approved or another status as required
      
   4. Enter a comment in the Message box and click the Save Notes/Send Message button
      
5. This review step is now complete

Go to Article Navigation

Financial Review Step

This step should be used to create internal notes, communicate with the public/staff, and send 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 and/or payment receipt, select the checkbox in the file list area and follow the instructions for sending documents
   
5. When ready to update the review status / complete this step, change the Status to Approved or another status as required
   
6. Enter a comment in the Message box and click the Save Notes/Send Message button
   
7. This review step is now complete

Go to Article Navigation

Plan Review Step (Construction Document Review)

This step should be used to create internal notes, communicate with the public/staff, and send emails and letters related to the review of the drawings and other documents associated with the permit application.

1. Open the permit application
2. Follow local procedures in reviewing the plans associated with 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 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 require 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, add additional drawing review items as needed
      
   7. Click the Print Select Message/Letter button
      
      
      1. Fill out the fields and click Print Letter
         
   8. To send the letter via email, follow the sending documents instructions
      
5. To link to Bluebeam Revu plan review software and create comments within Revu (instead of within CivicGov) follow these steps:
   1. Follow the training provided by Bluebeam. CivicGov 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 CivicGov, click the “BFX” 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 will be able to click the “BFX” link for that same PDF and when opened in Revu, will see the previous plan review notes within Revu
6. When ready to update the review status / complete this step, change the Status to Approved or another status as required
   
7. Enter a comment in the Message box and click the Save Notes/Send Message button
   
8. This review step is now complete

Go to Article Navigation

Add Additional Review Steps (Override Routing)

1. Follow the instructions to Override Routing
   

Go to Article Navigation

Final Review Step

Once all routing/workflow steps are complete and approved, the Final Approval Authority that is assigned to a specific department is the only review step that can approve or reject a permit application.

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
   
4. Check the To change the overall status of the record... 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
   

Go to Article Navigation

Generate Documents

1. Open the permit application
2. If needed, add any Conditions prior to printing documents
   
3. On the Applicant tab, click Print Menu
   
   
4. Select the Permit Placard or similar documents (If not approved, select the rejection letter document)
   
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

Go to Article Navigation

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

Go to Article Navigation