Create a Permit Application
Sign in to your site.
Navigate to the Permitting System and select Add Permit:
On the pop-up screen, search for the Parcel:
Tax Parcel ID (S-B-L): The parcel’s official tax identifier. Typically, it is structured by section-block-lot
Association (Owner or Last Known Occupant): The parcel’s associated individual or entity, such as the current owner or last known occupant
Location: The parcel’s physical address or general location information
Group Code: A code that shows which group the parcel belongs to
Building ID: The unique building identifier tied to the parcel
Suite ID: The internal suite identifier within a building, where applicable
Building Name: The official or commonly used name of the building
Suite Name: A suite’s descriptive or labeled name inside a building
Contact: The listed parcel’s contact person or responsible party
Mailing: The mailing address associated with the parcel. This may differ from the physical location
Lot: The specific lot number within a parcel’s tax map or subdivision
Block: Uses the block number associated with the parcel
Section: The numbered area on the tax map where the parcel is located
Tax Map: The map number used to find the parcel in the town or city’s tax record
Account: The account number associated with the parcel, property owner, or billing record
Select the parcel and click Add Permit:
Select the Permit Type and Permit Use from the drop-downs:
Search Location: This field is automatically filled in with the address of the parcel you selected earlier. You cannot change it
Application Number: This field is automatically filled in with the application number of the parcel you selected earlier. You cannot change it
Permit Type: A drop-down menu that allows users to choose the specific type of permit they are applying for. Examples include drywall, electrical, plumbing, and residential
Permit Use: A drop-down menu that lets applicants select how the permit will be used. Examples include department test, single-family residence, and water heater
Note:
The permit type and permit use fields are related. The permit use drop-down will change based on the permit type selected.
Scroll down and select the Issuing User. This is the person whose name will appear on all the forms for this permit:
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 the person listed
Cell: This is the mobile number used to contact the applicant or listed person. Use it if this number is different from the main phone.
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
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:
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.
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
Note:
The Permit Date represents the original issuance date of the permit and is not expected to change throughout the permit's lifecycle.
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: Use this field when a permit has expired and the customer renews the permit. After setting a Renew Date, update the Expiration Date to match. Renewals are administrative actions used to extend an existing permit. Renewing a permit does not create a new permit, generate a new Permit Date, or update the existing Permit Date.
Note:
Renewing a permit extends the existing permit. Setting a Renew Date does not issue a new permit, create a new permit number, or update the original Permit Date (Issue Date). The Permit Date shows when the permit was originally issued. It remains unchanged.
Issuing User or 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
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 or 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
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:
On the Insurance tab, review and add any necessary insurance data:
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.
Click Save Permit to update the record:
On the Fees tab, add or manage existing fees:
If required, create an invoice:
Once the invoice has been created and saved, click the Print Menu button:
Select which form or letter you want to print. Ensure you save a copy of the invoice or receipt to the record by checking the box to save the form in the print interface. Click the print letter button to print your document:
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 for the plan files.
Click Save Permit to complete the permit application:
Select Print Menu to print the permit application, permit placard, or any other related document:
Process the Permit Application
Open the Permit Application
Sign in to your site.
Navigate to Permitting System, click List, and select a record:
Note:
Learn how to search and filter record lists.
Click Edit:
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.
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
On the Status tab, open Routing Details and select the Application Review step:
To request additional information:
In the Send Email To box, select a contact, applicant, owner, or occupant associated with the application:
In the Message box, type the email with the information you need. Then click the Save Notes or Send Message button:
When you're ready to update the review, change the Status to Approved or another option as needed:
Enter a comment in the Message box and click the Save Notes or Send Message button:
This review step is now complete.
Financial Review Step
Use this step to add internal notes, send messages to staff or the public, and share finance documents.
Follow local procedures to determine:
If all invoices are generated. If needed, create invoices.
If payments are received and financial obligations are met.
On the Status tab, open Routing Details and select the Financial Review step:
To send the invoice or payment receipt, select the checkbox in the file list area. Then follow the instructions for sending documents:
When you're ready to update the review, change the Status to Approved or another option as needed:
Enter a comment in the Message box and click the Save Notes or Send Message button:
This review step is now complete.
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.
Follow your local process to review the plans in the permit application.
On the Status tab, open Routing Details and select the Plan Review, or similar, step:
To generate a Plan Review Letter in Community Development:
In the Message box, enter the body of the plan review letter and include the scope of the review. Click the Save Notes or 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.
In the review item just created, click the Add New Review button:
In the Review Item box, enter what construction documents are being reviewed and the results. Change the Status to Non-Compliant:
Click the Save Review button:
Click Ok on the pop-up that says Review has been saved:
The system adds a table of the Review Items, and adds additional drawing review items as needed:
Click the Print Select Message or Letter button:
Choose your print options from the drop-down menus. Check all applicable boxes, then click Print Letter:
Select Form or 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 format or another format
Check Box: Click this box to turn on or off the option to save this for
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 or Receiver: Choose a person from the list who will receive the letter or document
To use Bluebeam Revu for plan review and add comments there instead of in Community Development, follow these steps:
Follow the training provided by Bluebeam. Community Development does not provide this training. We will connect our system to the Bluebeam process
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
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.
Complete the required Revu steps for markup and similar
Save the work and follow Bluebeam's steps
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
When you're ready to update the review, change the status to approved or another option as needed:
Enter a comment in the Message box and click the Save Notes or Send Message button:
This review step is now complete.
Add Additional Review Steps (Override Routing)
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.
On the Status tab, open Routing Details and select the Final Approval Authority step:
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
Note:
Approved indicates the permit has been officially issued. Approval generates the permit number and establishes the Permit Date (Issue Date).
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
Check the box that says To change the overall status of the record:
Checking this box will change the overall status of the record to approved, rejected, or any other applicable status. If left unchecked, the status field will only affect the case management comments
In the Message box, enter any required comments and click Save Notes or Send Message:
If approved, click Ok on the pop-up that says the record status is now changed:
If approved, the system assigns the next permit number and adjusts the status:
Complete Permit Approval and Closure Workflow
After a permit is approved, the standard workflow is:
Approve or reject the permit using the Final Approval Authority.
This is the standard method for approving permits.
The Status field on the Applicant tab is available only to Container Administrators. It is not intended for use as part of the standard permit approval process.
Note:
Your content goes here
Complete all required inspections once the permit holder is ready for inspection.
Mark the final inspection with the Final flag.
The Final flag verifies that all required inspections are complete. It also verifies that no inspections remain in a failed status.
Note:
This behavior depends on the applicable Organization Settings configuration.
Issue the certificate, if applicable. Then Close the permit.
Once the Final flag has been applied, the certificate can be created.
During certificate creation, the system prompts the user to close the permit.
Selecting Yes closes the permit and completes the permit lifecycle.
Note:
Closed indicates the permit has completed its lifecycle after all required inspections have passed and any required certificate has been issued. Closing a permit does not update the Permit Date.
Generate Documents
If needed, add any Conditions before printing documents by clicking the Add New link:
On the Applicant tab, click Print Menu:
Select the Permit Placard or a similar document. If the permit is not approved, select the rejection letter instead:
Check the box to save a copy of the form:
Select the Addressee and enter a Salutation:
Click Print Letter:
The system opens the document for review in a separate tab.
Send Documents
On the Status tab, open Routing Details and the applicable step:
In the Send Email To box, select who should receive the email:
In the file name section, select the documents to attach to the email:
Add a Message and click Save Notes or Send Message:
Next Step: Permit Inspections